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At-home evaluation comments Page 1 of 3 &WA LGRMIF Grant At-Home Evaluation Form - Comments
• Project Number 0580 -13 -3925
Institution Greater Southern Tier Boces
Category Document Conversion and Access
Average Panel Score 80
Reviewer Susan DeBary
Recommendation F
Recommended Amount $69,265
Total Initial Score 81
1. Statement of the Problem Comments
2. Intended Results Comments
3. Plan of Work Comments
4. Local Government Support Comments
•
5. Budget Narrative and Forms Comments
6. Overall Impression Comments
Reviewer Thomas Lynch
Recommendation N
Recommended Amount $0
Total Initial Score 64
1. Statement of the Problem Comments
I'm not convinced that this is the way to go. Labor costs seem high given the amount of images. I've
seen costs ranging from .10 to .16 per image to digitze microfilm, index, link and verify. Given there
are 289,670 images to be converted the cost range for an outside vendor would be $28,967 to $46,347.
Yet the proposed labor costs for BOCES is in excess of $60,000. including benefits. The Waverly
School district says they receive I request per month for payroll records and it take them 45 minutes to
retrieve the info. That seems reasonable to me??? The records are all on film so is this really an access
problem?? The Horseheads Senior Clerk Typist reports that it takes 60 hours (8 and one half days
• working a 7 hr day, if you can believe that?) to complete one personnel records request. I find this hard
to believe. Did they even put out an RFP for the conversion services? What do we have to compare
costs?
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At-home evaluation comments Page 2 of 3
• 2. Intended Results Comments
Somehow this analysis of cost savings doesn't seem right.
3. Plan of Work Comments
4. Local Government Support Comments
5. Budget Narrative and Forms Comments
I'm still not convinced this is the way to go. Why haven't they put out an RFP to private vendors? In
addition Horseheads reports that it take 60 hours to retrieve one personnel file. They state that their
microfiche are stored alphabetically in an 8 drawer file cabinet. How can it take 60 hours to find a file?
In addition they want to convert and digitize records dating to "the early 1900's". Do you seriously
think anyone is going to access a personnel file from before 1970 (more than 40 years ago now?)
6. Overall Impression Comments
I was not impressed with this application. It strikes at the very core of records management. The fact
that they off-handedly dismiss outside vendors because "there is inherent risk in mailing vital
documents to an outside vendor" doesn't hold water.(see 3A Jusification for Proposed Solution). I'm
going with a No Fund on this one.
•
Reviewer Elizabeth Neville
Recommendation F
Recommended Amount $69,265
Total Initial Score 80
1. Statement of the Problem Comments
2. Intended Results Comments
3. Plan of Work Comments
4
4. Local Government Support Comments
5. Budget Narrative and Forms Comments
•
6. Overall Impression Comments
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• Reviewer Geof Huth
Recommendation F
Recommended Amount $69,265
Total Initial Score 96
1. Statement of the Problem Comments
2. Intended Results Comments
3. Plan of Work Comments
a. One problem: Those being trained to do the work of this project are staff hired only for this project.
How will the BOCES continue this work in the future after these staff have finished their grant jobs?
4. Local Government Support Comments
b. Does not fully explain how the shared services model itself will be carried forward into the future,
although it asserts that it will be and we can imagine what the situation is in a BOCES.
• 5. Budget Narrative and Forms Comments
6. Overall Impression Comments
•
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At-Home Rating Summary JA Pagel of 5
New LGRMIF Grant At-Home Evaluation Form - Ratings
starting in Fiscal Year 2011-2012
• Project Number 0580 -13 -3925
Institution Greater Southern Tier Boces
Category Document Conversion and Access
Rating Guidelines
Scores Defined Interpretation
5 = Outstanding Applicant addresses the criterion with distinction
4 = Good Applicant has provided a cogent and convincing response to the
criterion
3 = Adequate Applicant has addressed the criterion only competently
2 = Fair Applicant may have addressed the criterion but is far from convincing,
or the project is inherently weak in this regard
1 = Poor Applicant has offered a few words in response to the criterion, but the
words show little to no understanding of the issues
0 = Unresponsive Applicant does not address the criterion directly or indirectly
• Reviewer Susan DeBary
Recommendation F
Recommended Amount $69,265
1. Statement of the Problem (20 Points)
a. Describes the specific records management problem the project will address,
provides qualitative descriptions and quantitative data about the problem and explains 4
why the project is a high priority [10 points] (System will multiply score of 0-5 x 2)
b. Identifies specific records that will be involved, and any previous grant-funded 4
projects related to these records and this project. [5 points]
c. Explains why funding from this grant program is essential to accomplishing the
project (For example, explains why funding is needed if funding was previously 4
awarded for a similar project.) [5 points]
2. Intended Results (15 Points)
a. Identifies each intended result and describes the anticipated benefits [5 points] 4
b. Describes in detail how the project will contribute to the development of a records 4
management program [5 points]
c. Describes in detail how the project will improve local government services to the 4
public [5 points]
• 3. Plan of Work (30 points)
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a. Provides a detailed outline of the proposed work activities and a timetable showing
• when each phase of the project will be completed, demonstrates the soundness of the
method proposed and demonstrates the project's goals are attainable by 30 June 2013 4
(15 points) (Assign a score of 0-5, as the system will calculate the total value in the
Total Score )
b. Addresses each of the requirements of the relevant project category [10 points] 4
(Assign a score of 0-5, as the system will calculate the total value in the Total Score )
c. Explains who will be responsible for performing each project activity, including
project management. Indicates the qualifications of key project staff (including 5
consultants and vendors) in terms of education, training, and experience (5 points)
4. Local Government Support (10 points)
a. Demonstrates contributions to this project [5 points] 4
b. Describes how this project and records management in general will be maintained 4
over the long term [5 points]
5. Budget Narrative and Forms (25 points)
a. Explains how the proposed expenditures will be used to support the project activities.
[25 points] (Assign a score of 0-5, as the system will calculate the total value in the 4
Total Score )
Total At-Home Score 81
•
Reviewer Thomas Lynch
Recommendation N
Recommended Amount $0
1. Statement of the Problem (20 Points)
a. Describes the specific records management problem the project will address,
provides qualitative descriptions and quantitative data about the problem and explains 3
why the project is a high priority [10 points] (System will multiply score of 0-5 x 2)
b. Identifies specific records that will be involved, and any previous grant-funded 4
projects related to these records and this project. [5 points]
c. Explains why funding from this grant program is essential to accomplishing the
project (For example, explains why funding is needed if funding was previously 3
awarded for a similar project.) [5 points]
2. Intended Results (15 Points)
a. Identifies each intended result and describes the anticipated benefits [5 points] 3
b. Describes in detail how the project will contribute to the development of a records 4
management program [5 points]
• c. Describes in detail how the project will improve local government services to the
public [5 points] 3
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3. Plan of Work (30 points)
• a. Provides a detailed outline of the proposed work activities and a timetable showing
when each phase of the project will be completed, demonstrates the soundness of the
method proposed and demonstrates the project's goals are attainable by 30 June 2013 4
(15 points) (Assign a score of 0-5, as the system will calculate the total value in the
Total Score )
b. Addresses each of the requirements of the relevant project category [10 points] 4
(Assign a score of 0-5, as the system will calculate the total value in the Total Score )
c. Explains who will be responsible for performing each project activity, including
project management. Indicates the qualifications of key project staff (including 3
consultants and vendors) in terms of education, training, and experience (5 points)
4. Local Government Support (10 points)
a. Demonstrates contributions to this project [5 points] 4
b. Describes how this project and records management in general will be maintained 4
over the long term [5 points]
5. Budget Narrative and Forms (25 points)
a. Explains how the proposed expenditures will be used to support the project activities.
[25 points] (Assign a score of 0-5, as the system will calculate the total value in the 2
. Total Score )
Total At-Home Score 64
Reviewer Elizabeth
Neville
Recommendation F
Recommended Amount $69,265
1. Statement of the Problem (20 Points)
a. Describes the specific records management problem the project will address,
provides qualitative descriptions and quantitative data about the problem and explains 4
why the project is a high priority [10 points] (System will multiply score of 0-5 x 2)
b. Identifies specific records that will be involved, and any previous grant-funded 4
projects related to these records and this project. [5 points]
c. Explains why funding from this grant program is essential to accomplishing the
project (For example, explains why funding is needed if funding was previously 4
awarded for a similar project.) [5 points]
2. Intended Results (15 Points)
a. Identifies each intended result and describes the anticipated benefits [5 points] 4
• b. Describes in detail how the project will contribute to the development of a records 4
management program [5 points]
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c. Describes in detail how the project will improve local government services to the 4
• public [5 points]
3. Plan of Work (30 points)
a. Provides a detailed outline of the proposed work activities and a timetable showing
when each phase of the project will be completed, demonstrates the soundness of the
method proposed and demonstrates the project's goals are attainable by 30 June 2013 4
(15 points) (Assign a score of 0-5, as the system will calculate the total value in the
Total Score )
b. Addresses each of the requirements of the relevant project category [10 points] 4
(Assign a score of 0-5, as the system will calculate the total value in the Total Score )
c. Explains who will be responsible for performing each project activity, including
project management. Indicates the qualifications of key project staff (including 4
consultants and vendors) in terms of education, training, and experience (5 points)
4. Local Government Support (10 points)
a. Demonstrates contributions to this project [5 points] 4
b. Describes how this project and records management in general will be maintained 4
over the long term [5 points]
• 5. Budget Narrative and Forms (25 points)
a. Explains how the proposed expenditures will be used to support the project activities.
[25 points] (Assign a score of 0-5, as the system will calculate the total value in the 4
Total Score )
Total At-Home Score 80
Reviewer Geof Huth
Recommendation F
Recommended Amount $69,265
1. Statement of the Problem (20 Points)
a. Describes the specific records management problem the project will address,
provides qualitative descriptions and quantitative data about the problem and explains 5
why the project is a high priority [10 points] (System will multiply score of 0-5 x 2)
b. Identifies specific records that will be involved, and any previous grant-funded 5
projects related to these records and this project. [5 points] c. Explains why funding from this grant program is essential to accomplishing the
project (For example, explains why funding is needed if funding was previously 5
awarded for a similar project.) [5 points]
• 2. Intended Results (15 Points)
a. Identifies each intended result and describes the anticipated benefits [5 points] 5
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b. Describes in detail how the project will contribute to the development of a records 5
• management program [5 points]
c. Describes in detail how the project will improve local government services to the 5
public [5 points]
3. Plan of Work (30 points)
a. Provides a detailed outline of the proposed work activities and a timetable showing
when each phase of the project will be completed, demonstrates the soundness of the
method proposed and demonstrates the project's goals are attainable by 30 June 2013 4
(15 points) (Assign a score of 0-5, as the system will calculate the total value in the
Total Score )
b. Addresses each of the requirements of the relevant project category [10 points] 5
(Assign a score of 0-5, as the system will calculate the total value in the Total Score )
c. Explains who will be responsible for performing each project activity, including
project management. Indicates the qualifications of key project staff (including 5
consultants and vendors) in terms of education, training, and experience (5 points)
4. Local Government Support (10 points)
a. Demonstrates contributions to this project [5 points] 5
b. Describes how this project and records management in general will be maintained 4
• over the long term [5 points]
5. Budget Narrative and Forms (25 points)
a. Explains how the proposed expenditures will be used to support the project activities.
[25 points] (Assign a score of 0-5, as the system will calculate the total value in the 5
Total Score )
Total At-Home Score 96
•
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LGRMIF Reviewer Grant Summary Page 1 of 2
archives Parmw-,;I Trust I Office of Cultural Education I Online Catalog I Search I Home
NEW YORK STATE ARCHIVES
'S ON P ORD
Home Reviewer Home Participation Contact Information At-Home Evaluation Panel Deliberation
Grant Application Information
Project Number Institution Category
0580 -13 -3925 Greater Southern Tier Boces Document Conversion and Access
Fill out an Evaluation Fonn for this Grant Proposal
Reviews are due by 04/13/2012
When the Evaluation Form for this grant proposal is complete, you may submit it. Once the Evaluation Form
has been submitted, you will NOT be able to update any scores or comments for this grant proposal.
Submit the Evaluation Form
The following links contain information about this grant proposal. The Application Sheet, Project Narrative
(includes Budget Narrative), Project Budget, FS-20, and LG-VQ/LG-IM (when applicable) are in separate
. files. The files are accessible in HTML or PDF format (the files will open in a new window).
Application Sheet- HTML Application Sheet- PDF
Project Narrative - HTML Proiect Narrative - PDF
Project Budget - I ITML Project Budget - PDF
LG-VO Form - HTML LG-VO Form - PDF
LG-IM Form - HTML LG-IM Fonn - PDF
Proposed Budget Summary (FS-20) - HTML Proposed Budget Summary (FS-20) - PDF
Eligible/Ineligible Expenditures & Required Forms - HTML
The following documents were attached to the grant proposal. To download a document, click on the View
link. You must have the appropriate software to open the document type.
Action Document Name Descri tion Document T e Size
View LG-IM Horseheads.pdf LG-IM Horseheads CSD application pdf 104337
b es
View LG-IM Waverly.pdf LGAM Waverly CSD application/pdf 100714
b tes
View Library Store Quote.pdf Library Store Scanner Quote application pdf 2I 1736
bytes
GST BOCES Records GST BOCES Records 971485
View Management Needs Management Needs application/pdf bytes
Assessment.pdf Assessment
Request for Quote - GST BOCES Request for 76800
• View Scanner.doc Quotation on - -Digital Microform application/msword
Scanning System bytes
LGRMIF Horseheads SS 383674
View Agreement.pdf Horseheads SS Agreement application/pdf bytes
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LGRMIF Reviewer Grant Summary Page 2 of 2
LGRMIF Waverly SS I 11b381929 1
ytes
is View A reement.pdf Waverly SS Agreement application/pdf b tes
View LGRMIF-Waverly Letter o Waverly Letter of Support application pdf 599237
Su port.pdf b tes
View LGRMIF-HHDS Lett er of Horseheads Letter of Support I application/pdf 573895
Support. df 11bytes
LGRMIF GST BOCES SS 347871
A reement.pdf GST BOCES SS Agreement application/pdf b tes
View LGRMIF-BOCES Letter of GST BOCES Letter of 729794
Su ort. df Su ort pan bytes
Cultural Education Center, Albany, New York 12230. Phone: (518) 474-6926
•
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LGRMIF Application Sheet Page I of 3
Government Records Management Improvement Fund (LGRMIF)
• F77Local
Application Sheet
Project Number 0580 -13 -3925
Institution Greater Southern Tier Boces -
Mailing Address: 119579 Vocational Dr
Address:
City, State, Zip: Painted Post NY 14870 9518
Chief Administrative Officer: Horst G Graefe
Title: District Superintendent
Phone: (607)654-2283
Email: hgraefe@gstboces.org
State Judicial District: 6 State Assembly Districts:
State Senate Districts: State Congressional Districts:
Federal ID: 166008720 School District: Boces Schuyler-Steuben-Chemung-Tioga-
Allegany
Institution Type: Board Of Cooperative Educational Services
NOTE:The institutional information listed above is pulled from the SEDREF database.
SEDREF, the single authoritative source of identifying information about institutions which
• the NYS Education Department determines compliance with applicable policy, law and/or
regulation.
If your institutional information is incorrect, it can only be updated once your Payee
Information Form is received by the Grants Administration Unit and approved by Grants
Finance. Grant Unit staff do not have authority to update SEDREF information.
The applicant cannot edit the SEDREF information above on their own.
Participating Institutions
Waverly Csd rYeao Appointed? Yes
r? 1995
Schedule Adopted? Yes
Year? 1995
Horseheads Csd RMO Appointed? Yes
Year? 2002
Schedule Adopted? Yes
Year? 2001
Greater Southern Tier Boces RMO Appointed? Yes
Year? 2011
Schedule Adopted? Yes
Year? 2006
•
YC Department of
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LGRMIF Application Sheet Page 2 of 3
Records and Information false
Services (DORIS) Grant? •
[Name of DORIS Agency
(if applicable)
Eligibility Requirements
RMO A ointed? Yes
Year RMO Appointed 2011
Appropriate Retention Yes
Schedule Adopted?
Year Schedule was [2006
Adopted
Project Director
Name Colin Pierce
Title 1113usiness Administrator
Phone 11607-739-3581 1105
Email cpierce@gstboces.org
Records Management Officer (RMO)
[Name Colin Pierce
Title Business Administrator •
Phone 11607-739-3581
Email cFpierce@gstboces.org 1105
Local Government Information
County Schuyler
Region REGION 6
Tye BOCES
Department/Unit uter Services
Population Served 1121
ua 54,941.00
umber of Employees IFull-time:768
Part-time: 18
Amount Requested $69,265
Application
Application Type Shared Services
Project Category Document Conversion and Access
Project Type First Time Inventory: false •
Electronic Records Inventory: false
Email Management: false
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LGRMIF Application Sheet Page 3 of 3 _
Planning and Development Board (STC) intends to use the grant money awarded through
• this grant to assimilate all local laws into a web-based database, hire a consultant (Bergmann
Associates) to develop a custom web-based application for local municipalities to access,
query and display all of the various local laws and train STC on how to maintain and
manage the custom web-based application.
•
•
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LGRMIF 2011-2012 Grant Application Evaluation Form (At-Home Review)
Reviewer: f~ Panel Number:
A licant: e er v k- Lo Number:
Recommendation ox:M, or N : i'
Recommend d>Atnount;
z' A"
Score
Ratin Cuidol*s
Scores Defined Interpretation
5 Outstanding Applicant addresses the criterion with distinction
4 Good Applicant has provided a cogent and convincing response to the criterion
3 Adequate Applicant has addressed the criterion only competently
Applicant may have addressed the criterion but is far from convincing, or the project is inherently weak in
2 Fair this regard
Applicant has offered a few words in response to the criterion, but the words show little to no
1 Poor understanding of the issues
0 Unresponsive Applicant does not address the criterion directly or indirectly
Criteria Score
1. Statement of the Problem 20 Points
a. Describes the specific records management problem the project will address, provides qualitative descriptions and quantitative
data about the problem, and explains why the project is a high priority. [10 points] (Assign a score of 0-5, as the system will
calculate the total value in the Total Score
b. Identifies specific records that will be involved, and any previous grant-funded projects related to these records and this project.
5 points]
c. Explains why funding from this grant program is essential to accomplishing the project (For example, explains why funding is
needed if funding was previously awarded for a similar project.) 5 points]
Comments
2. Intended Results 15 Points
a. Identifies each intended result and describes the anticipated benefits. 5 points]
b. Describes in detail how the project will contribute to the development of a records management program. [5 points]
c. Describes in detail how the project will improve local government services to the public. [5 points]
Comments
1
LGRMIF 2011-2012 Grant Application Evaluation Form (At-Home Review)
3. Plan of Work 30 points]
a. Provides a detailed outline of the proposed work activities and a timetable showing when each phase of the project will be
completed, demonstrates the soundness of the method proposed and demonstrates the project's goals are attainable by 30 June
2012. [15 points) ] (Assign a score of 0-5, as the system will calculate the total value in the Total Score )
b. Addresses each of the requirements of the General Category Requirements and the requirements of the specific project category
and type. [ 10 points] ] (Assign score of 0-5, as the system will calculate the total value in the final score )
c. Explains who will be responsible for performing each project activity, including project management. Indicates the qualifications
of key project staff (including consultants and vendors) in terms of education, training, and experience. [5 points)]
Comments
4.) Local Government Support 10 oints
a. Demonstrates contributions to this project [5 points]
b. Describes how this project and records management in general will be maintained over the long term 15 points]
Comments
Budget Narrative and Forms [25 points]
5.)
• Justifies all project expenditures, and demonstrates that the proposed expenditures are reasonable. [25 points] (Assign a score of
0-5, as the system will calculate the total value in the Total Score
Comments
Tfltal A _Home Sr,04 (i ar over fa: #op'pa e):
2 2
LGRMIF Narratives Page 1 of 21
Local Government Records Management Improvement Fund (LGRMIF)
Project Narratives
Project Number 0580 -13 -3925
Institution Greater Southern Tier Boces -
Ia. Describe records management problem
The Greater Southern Tier (GST) BOCES has a long history of providing shared services
designed to support high quality records management for both itself and its 21 component
districts. This has included the scanning and imaging of paper records, electronic document
management, and the use of OnBase software for storing and accessing records in a digital format.
In order to continue progress toward increased records management effectiveness and efficiency,
the Greater Southern Tier BOCES is applying for Local Government Records Management
Improvement Funds to convert 289,670 microform images into a digital format.,
The Greater Southern Tier BOCES was formed on July 1, 2006 when New York State Education
Department Commissioner Richard P. Mills authorized the reorganization of Schuyler-Chemung-
Tioga (SCT) BOCES and Steuben-Allegany (SA) BOCES into a single board of cooperative
educational services. The combined Greater Southern Tier BOCES provides services for 21
component school districts across ninety square miles and five counties in the southern tier region
of New York State. Since the merger, GST BOCES has committed to effectively managing its
own records and supporting the records management systems for each of its component districts
• by establishing and regularly expanding a high-quality, sustainable program for the digitization
and storage of inactive records. To date, BOCES Computer Services staff members have
successfully digitized nearly 700,000 records totaling more than 1.1 million images for twelve
component districts, GST BOCES, and the former SCT and SA BOCES. Nearly all of the records
have long-term or permanent records retention status (i.e. Student Cumulative Health Records,
Student Permanent Record Cards, Payroll records, and Board of Education Meeting minutes).
However, the conversion of microform microfilm and/or microfiche) records to a digital format
has been largely neglected due to the large quantity of microform records maintained by GST
BOCES and its twenty-one component district& the lack of in-house equipment to effectively
convert the documents and the burdensome cost for each district to contract with a vendor to
perform the microform conversion. Throughout the twenty-one districts, there are over 1,000 reels
of microfilm and over 65,000 sheets of microfiche containing more than 4.5 million images. These
microforms cover a broad range of records series, including Student Permanent Records, Payroll
and Personnel Records, Tax Rolls and other documents of legal significance. A majority of these
records are not within easy access to district employees who need to retrieve them on a regular
basis. Oftentimes, district staff are required to leave their workstations, walk to the inactive
records storage room, locate the appropriate piece of microform where the requested record is
stored, turn on the Microform Reader and attach the correct carrier to the machine (either a
microfilm carrier or a microfiche carrier), load the microform into the machine, scroll through the
images to locate the correct record, verify that a printer is attached to the Reader and is in working
condition, and then print the record. This process could take anywhere from ten minutes to several
hours or more, depending on how many records are being requested and how easily the staff
• member can locate the desired record(s). To further complicate the situation, many districts no
longer have a Microform Reader or may only have one machine, which is very old and in danger
of malfunction. Districts that do not have a machine must either take the microform to a local
library or other location that has the appropriate equipment or inform the requestor that the record
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LGRMIF Narratives Page 2 of 21
is unavailable. As a result, many of the GST BOCES component districts are struggling with
efficient access and retrieval issues related to records stored on microform that have long-term or
permanent records retention status, such as Personnel Records and Payroll Records.
A regional records management needs assessment performed in January 2007 by Gallego
Information Services supports these claims. Gallego reviewed specific record series at seventeen
component school districts and GST BOCES. Gallego also identified records management
services that GST BOCES could provide to improve their records management. Key findings
related to the need for: (1) improving access and retrieval of large volumes of permanent and
long-term records that are poorly managed and organized and (2) securing records on another
medium for protection and preservation as most districts are not maintaining permanent and long-
term records in the proper environment and are at increased risk of loss or damage. Gallego's
recommendation for solving the issues of properly managing and securing records is for GST
BOCES to offer a service to its component districts whereby GST BOCES staff members will
digitize paper and microfilm records that would be part of an electronic document management
system. GST BOCES currently has the equipment, capacity, and expertise to provide the scanning
and imaging of paper records to its component school districts. However, GST BOCES does not
currently have the capacity to convert microform records to a digital format. Therefore, GST
BOCES staff will utilize 2012-2013 LGRMIF grant funds to increase their capacity to support
microform conversion of records into a digital format, as supported by the 2007 needs assessment.
GST BOCES and two of its component school districts (Horseheads Central School District and
Waverly Central School District) have identified Personnel and Payroll Records in microform
format as high priority for the 2012-2013 LGRMIF grant application. Specific records details •
include:
. Personnel Records (permanent retention) contain the master summary record from the
personnel case file with an employee's personal information, dates of employment, job
titles, and civil service status.
. Payroll Records (55 year retention) contain pertinent information on employees' gross and
net pay, base pay, taxes and other deductions, as well as detailed information necessary for
salary and time of service verification for retirement and social security purposes.
Due to the long-term retention requirements of the records involved, the frequency of access of
the records, and the amount of time and effort required to access and retrieve the records, staff at
GST BOCES, Horseheads Central School District, and Waverly Central School District identified
district-specific access and retrieval issues for their Personnel and Payroll Records currently
maintained on microform format. Through this process, two common needs surfaced among the
districts: (1) Oftentimes, multiple district staff members are disrupted from their typical daily job
functions in order to assist with the access and retrieval of a microform records request; and (2)
Records within the personnel and payroll records series are found in multiple formats - more
recent records have been digitized but older records are either on microfilm or microfiche, making
access and retrieval laborious, complicated, and frustrating.
. Greater Southern Tier (GST) BOCES maintains payroll records for the former SCT and
SA BOCES as well as the new GST BOCES. However, these records can be found in
multiple formats. More recent GST payroll records are digitized making them accessible to •
authorized personnel at any of three GST BOCES campuses. Conversely, the former SCT
and SA BOCES payroll records are in microfilm and microfiche formats and are housed on
two separate campuses of GST BOCES - SCT records are located at the Bush Campus in
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Summary description of proposed project activities: Describe the project, including scope,
objectives, and description of records. The summary should be brief, but should provide a
clear statement of how you intend to use a LGRMIF grant.
The Greater Southern Tier (GST) BOCES, in partnership with the Horseheads Central
School District and the Waverly Central School District, is applying for a shared services
Local Government Records Management Improvement Fund Document Conversion and
Access rant icroform ers and payroll records to a digital
form'at,,GST BOCES currently offers a scanning and imaging service to its 21 component
districts; however this service has primarily focused on the digital conversion of paper
records. The conversion of microform records to a digital format has been neglected due to
the large quantity of microform records maintained by GST BOCES and its 21 component
districts and the lack of in-house equipment to effectively convert the documents. The
participating districts have identified personnel and payroll records as high priority because
of the long-term retention requirements of the records involved and the amount of time and
effort required to access and retrieve the records. GST BOCES will use grant funds to
purchase a Digital Microform Scanning System capable of scanning 60 microform records
per minute. Grant funds will also support 1.5 FTE Computer Services Program Aides who
will be responsible for scanning, quality control checking, and indexing the microform to
digital conversion process using Hyland OnBase software. Once records have been
converted to digital format, each district will store their records in a central records
management digital document repository located on the GST BOCES Bush Campus. The
successful completion of this document conversion and access project will directly support
• each organization?s long-term records management goals and will result in: (1) District staff
will be able to provide faster and higher quality customer service in response to requests for
records information by finding, retrieving, and printing copies of records quickly without
leaving their desks; (2) A total of 289,670 payroll and personnel microform records will be
available in a digital format; (3) An average 94% reduction in the amount of staff time
required to access and retrieve records; and (4) GST BOCES will have the long-term
capacity to support ongoing microform to digital conversion projects for its 21 component
school districts and any outside municipalities or districts who wish to cross-contract for
microform conversion services.
•
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Elmira Heights, NY while the SA records are found at the Coopers Campus in Coopers
• Plains, NY, which is thirty-minutes away. To assist with access and retrieval of microform
records, a records binder is located in the Business Administrator's office on the Bush
Campus. This binder contains a list of what is on each piece of microform. However, the
binder is not accessible to staff in the Payroll Department who are located at the Coopers
campus. Further, this binder is not organized in an orderly manner making access and
retrieval of information difficult.
GST BOCES has approximately 48 reels of microfilmed former SCT and SA BOCES
Payroll records from years 1956-1992 totaling 120,000 images (based on New York State
Archives Publication #9, which indicates that a 16mm roll of office documents contains
approximately 2,500 images). Per Records Retention and Disposition Schedule ED-1, the
GST BOCES is electing to preserve these records for longer than their 55-year retention
period for social security and retirement documentation purposes. GST BOCES has 161
sheets of microfiche Payroll records for the former SA BOCES from years 1991-1999
totaling 18,270 images (based on a representative sample of approximately 113 images per
card). The paper copies of both the microfilm and microfiche records were purged after the
microform copies were made.
The former SA BOCES microform records are housed in a fireproof safe in the Payroll
Clerk's office on the Coopers campus (161 sheets of microfiche; 32 reels of microfilm).
Each microfilm reel is labeled with the year and type of record. The microfiche sheets are
indexed by employee name, year, and type of record. The microfiche contain multiple
employees' records per card. If the Payroll Clerk receives a records request for a former SA
• BOCES employee, she locates the correct piece of microform in her office, turns on the
Microform Reader, attaches the correct carrier (microfilm or microfiche), loads the
microform into the Reader, scrolls through the images (up to 2,500 on a reel of microfilm)
until the correct record is located, verifies that a printer is attached and is in working
condition, and then prints the record. The Payroll Clerk states that, for records located in her
office, a request can take anywhere from ten minutes to one hour to complete, depending on
the volume of records that are requested. This averages out to approximately 35 minutes per
request.
Conversely, the former SCT BOCES microfilm records are housed in a non-fireproof filing
cabinet in the inactive records storage room at the Bush campus (16 reels). The microfilm is
labeled with the year and type of record, but is not organized in the cabinet in an easily
retrievable manner. If the Payroll Clerk receives a records request for a former SCT BOCES
employee, the process can take several days to complete. Once the Payroll Clerk receives a
request for a former SCT BOCES employee, she will request the microform records from
the Senior Stenographer at the Bush Campus. The Bush campus does not have a Microform
Reader, therefore, the Senior Stenographer is responsible for locating the requested piece of
microform from the file cabinet in the inactive records room and mailing it through the GST
BOCES inter-office courier service ("The PONY") to the Coopers campus, which takes one
or two days. Consequently, it may take the Payroll Clerk 36 hours or more to complete a
records request for a former SCT BOCES employee, which is inefficient and has other
inherent concerns: (1) the amount of time to retrieve the appropriate record(s); (2) the
disruption of multiple staff members on two campuses to complete the records request; and
• (3) the potential damage to thousands of vital records (for which the microform is the only
version) during transit from one campus to another.
. Horseheads Central School District has approximately 2,380 microfiche sheets of
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Personnel Records (based on a staff calculation of 170 microfiche sheets per linear inch .
times 14 linear inches of total sheets) from the early 1900s to the early 1990s stored
alphabetically in an eight drawer, non-fireproof filing cabinet in the inactive records storage
room located on the second floor of the district's administration building. Per a
recommendation by Regional Advisory Officer, Suzanne Etherington, district staff captured
a representative sample of the number of images contained on each sheet and extrapolated
that number to include the total number of microfiche sheets. Using approximately one
linear inch of microfiche sheets, staff determined there were approximately thirty images
per sheet for a total of 71,400 total images in the fourteen linear inches of microfiche.
According to the District's Records Management Officer, the paper copies of the microform
records were destroyed once the microfiche copies of these records were produced.
Human Resources staff members indicate that a majority of the personnel records requests
they receive are from the retirement system. According to the Director of Human Resources,
approximately 33% of the current Horseheads Central School District staff will be eligible
for retirement benefits within the next five years, which will greatly increase the number of
times the Human Resources staff will need to access Personnel Records for retirement
purposes. The two Senior Clerk Typists in Human Resources are responsible for accessing
inactive personnel records; however the only Microform Reader in the district is located at
the high school building, 975 feet from the Senior Clerk Typist's desk. When a request for a
Personnel record is received, the Senior Clerk Typist travels 255 feet from her workstation
to the door of the inactive records storage room and then up one flight of stairs to where the
microfiche is stored, which is in an area that is not well-lit. Once the correct sheet of
microfiche is located, the Senior Clerk Typist will forward it to the Registrar's office at the •
high school building for access, retrieval, and printing of the requested record. Thus, the
Human Resources staff will be dependent upon the Registrar to complete records requests
for them, thereby increasing the workload of the Registrar. This is a similar issue to GST
BOCES where multiple staff members are disrupted in order to complete one records
request.
The Senior Clerk Typists report that it takes approximately 60 hours to complete one
personnel records request when the records are on microfiche compared to more recent
personnel records which are in a digital format and take only minutes to access, retrieve, and
print/e-mail directly from the staff member's workstation.
Waverly Central School District has 32 reels of microfilmed Payroll Records totaling
80,000 images (based on New York State Archives Publication #9, which indicates that a
16mm roll of office documents contains approximately 2,500 images) from 1953-1995 in a
three-drawer fireproof filing cabinet located in the inactive records area in the basement of
the district office. The district has a large three-ring records binder to assist with locating
the correct reel of microfilm. The binder lists the reel number, type of record, date, and
employee name. Per Records Retention and Disposition Schedule ED-1, the Waverly
Central School District is electing to preserve these records for longer than their 55-year
retention period due to social security and retirement documentation purposes and for the
potential that family members will need the documents during the settling of an estate.
According to the Business Administrator/Records Management Officer, the district has one •
Microform Reader to access and read the microfilm, but this machine is over twenty-five
years old. If this machine breaks, the district would have inadequate funds to replace the
current equipment and no means to access their microfilmed records unless the microfilm is
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taken to the local library for access and retrieval. Additionally, the Business Administrator
. states that it is very difficult to read the microfilm on the screen, which indicates a potential
problem with the Microfilm Reader.
The Business Administrator is responsible for accessing and retrieving the records. Once a
request is received, she must leave her workstation, walk twenty feet to the stairs leading
down to the inactive records area, search through the binder to locate the correct employee's
information, find the correct microfilm reel in the filing cabinet, turn on the Microfilm
Reader, load the film into the Reader, search through the reel of images to locate the correct
record, verify that a printer is attached to the Reader and is in working condition, and then
print the record. She states that the district receives one Payroll records request per month,
typically for the retirement system, and each request takes approximately 45 minutes to
complete. An additional concern for the Business Administrator are the number of potential
retirees (33% of current staff) in the district over the next five years, which will greatly
impact the number of times she will need to access the inactive payroll records on microfilm.
In 2012-2013, the Greater Southern Tier BOCES will use Local Government Records
Management Improvement Funds to build the capacity of its shared services approach to records
management by partnering with two component school districts to implement a Shared Services
Document Conversion and Access project. GST BOCES will convert 80 reels of microfilm and
2,541 sheets of microfiche containing Personnel and Payroll records totaling approximately
289,670 images into a digital format. GST BOCES will purchase a Digital Microfilm Scanning
System, which includes the following: (1) semi-automated digital scanning unit with microfiche
carrier; (2) motorized 16/35mm roll microfilm carrier; (3) software; and (4) delivery,
• installation/set-up, and training. Computer Services staff will scan the microfilm and microfiche
by feeding the reels and sheets through the scanner, quality control checking the images, indexing,
and then storing the images in a centralized OnBase records management digital document
repository that is maintained by GST BOCES. District staff at Horseheads and Waverly as well as
Payroll staff at GST BOCES will then be able to: (1) meet the immediate needs of their customers
through quick retrieval of necessary records directly from their workstations via a web-based
system; (2) effectively manage their records according to guidelines outlined in Records Retention
and Disposition Schedule ED-1. Further, GST BOCES will be able to provide the sustainable,
long-term capacity to meet the growing needs of its component districts; and (3) all backfile
payroll and personnel records will be available in a digitized format allowing quick and easy
access for all authorized staff from anywhere in the district.
lb. Identify records involved
In 2012-2013, the GST BOCES Computer Services Department will focus on the digital
conversion of 80 microfilm reels and 2,541 microfiche sheets for two component districts and
GST BOCES. Specifically, the project will address records from the following records series, as
outlined in Records Retention and Disposition Schedule ED-L
District Section Item Records Quantity of Retention
Numbers Series Records Period
• GST BOCES Fiscal 1.[179] Year-End Microfilm - 55 years
Payroll 48 reels
Microfiche -
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161 sheets
- - •
-
-
-
- Micro - fi - che -
- - - Permanent
Horseheads Personnel/Civil 1.[199] - Personnel -
Service Records 2,380 sheets
- - - - - -
Waverly Fiscal 1.[179] Year-End Microfilm- 55 years
Payroll 32 reels
GST BOCES has intentionally utilized LGRMIF grant funds to establish and expand a regional
shared services approach to records management focused on converting long-term and permanent
records to a digital format. Beginning in 2004-2005 the former Schuyler-Chemung-Tioga (SCT)
BOCES began offering scanning and indexing of paper records for its component districts. Project
activities included the purchase of two high-speed portable scanners, two laptop computers,
several Hyland OnBase modules and license, a dedicated web-server, and temporary project staff.
In the first three years of the scanning and imaging program, the Computer Services Department
converted nearly 200,000 records for the former SCT BOCES and six of its component school
districts, including 130,000 Employee Earnings Records and nearly 70,000 Student Records. In
2007-2008, the first year after the merger, GST BOCES utilized LGRMIF grant funds to address
the backfile conversion of nearly 210,000 records, primarily at former Steuben-Allegany (SA)
BOCES component districts. In 2008-2009, GST BOCES engaged in the backfile conversion of
approximately 90,000 Student Permanent Records at four component districts. In 2009-2010, GST
BOCES received LGRMIF funds to implement an automated disk-based backup system that
includes a regular verification process, data encryption, and data de-duplication to maximize disk •
space for the long-term storage, security, and viability of digitized records. In 2010-2011, GST
BOCES partnered with two component districts to digitize, index and store 155,000 backfile
Board of Education Meeting minutes, Payroll records, and Individual Student Special Education
records in an electronic format. Currently, in 2011-2012, the GST BOCES Computer Services
Department is focusing on the backfile conversion of 58 cubic feet of Board of Education Meeting
Minutes to digital format for six component districts. In addition to backfile conversion, GST
BOCES successfully converts an average of 30-40 electronic database files each year, ranging
from 100 to 1,500 pages each, into the OnBase records management system.
The long-term goal for the GST BOCES Records Management Service is to convert all backfile
records for the component school districts into a digital format using the same standardized
system. However, a gap currently exists with records that exist on microfilm and microfiche
formats. GST BOCES does not currently have the capacity to convert microform records to a
digital format.
le. Explain why funding is essential
GST BOCES and its component school districts have realized tremendous cost and time savings
by partnering together in a shared services arrangement for the provision of records management.
The project partners for the 2012-2013 LGRMIF grant application recognize the potential for
additional cost savings through a continued shared services agreement with GST BOCES and
fully appreciate that they do not have the fiscal capacity to accomplish this project without support
from LGRMIF.
The proposed 2012-2013 records management project exceeds the capacity of each district to
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effectively implement on its own, based on current fiscal and personnel limitations. Based on its
• 2009-2010 New York State School District Report Card[1 Waverly Central School District is
classified as a rural school district with high student needs in relation to district resource capacity.
Horseheads Central School District is considered a school district with average student needs in
relation to district resource capacity[2]. While the districts' Foundation Aid has remained the
same since 2008-2009, the net change in aid has decreased dramatically due to a Deficit
Reduction Assessment in 2009-2010; a Gap Elimination Adjustment in 2010-2011; and a
proposed Gap Elimination Adjustment in 2011-2012. Further, according to the Tax Foundation,
Chemung County, which includes the Horseheads Central School District and part of the Waverly
Central School District, was ranked 20th out of 2,922 counties in the United States over a five-
year period for its property tax burden (property tax as a percentage of home value)[3]. Tioga
County, which includes the rest of the Waverly Central School District, was ranked 35th in the
same report.
With the communities of participating districts bearing such a high tax burden, it is critical for
GST BOCES and its component school districts to find ways to operate more efficiently and cost
effectively. The time spent locating, accessing, and retrieving records on microform occupies a
considerable amount of time that multiple staff members could be using to complete other vital
job functions and responsibilities. The implementation of records management services that
streamline processes and contribute to increased productivity and ease of access to records are not
only recommended by the needs assessment performed by Gallego Information Services, but are
essential to maximizing limited staff and fiscal resources. Each component district will continue to
struggle with access and retrieval difficulties related to records on microform until all microform
can be converted into a digital format. Staff members will be required to continue an inefficient,
time-consuming process of leaving a workstation, walking to the inactive records room, locating
the correct piece of microform, using the Microform Reader to scroll through thousands of images
to locate the correct record, and then printing the appropriate record. The conversion of microform
images to a digital format will allow district staff to have records accessible and email/print-ready
in a matter of minutes.
p I New York State Education Department. 2009-2010 Waverly Central School District
Accountability and Overview Report. Retrieved from https://reporteards.nysed.aov.
[2] New York State Education Department. 2009-2010 Horseheads Central School District
Accountability and Overview Report. Retrieved from https://reporteards.nysed.~,,ov.
[3] Tax Foundation. Property Taxes on Owner-Occupied Housing, by County, Ranked by Taxes as
a Percentage of Home Value, 2005-2009 Oive year average). Retrieved from
http://taxfoundation.org/taxdata/show/27276.html.
IIa. Intended results/anticipated benefits
In order to address the inefficient access and retrieval of records on microform, project partners
• will use LGRMIF grant funds to convert 80 reels of microfilm and 2,541 sheets of microfiche to a
digital format. Once records have been converted to digital format they will be stored in a
centralized OnBase records management digital document repository system maintained by GST
BOCES and will be easily accessible over the GST BOCES Wide-Area Network. Project
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activities will achieve the following improvements to records management at two participating
component districts and GST BOCES:
1. District staff will be able to find, retrieve, and print copies of records quickly without
leaving their desks and without disrupting other staff members.
2. A total of 289,670 payroll and personnel microform records will be available in a
digital format.
3. The amount of staff time required to access and retrieve records previously in a
microform format will be reduced as follows:
a. The amount of time required to complete a payroll records request at GST
BOCES will be reduced from 35 minutes per request to less than 5 minutes per
request for records from the former SA BOCES (85.71% reduction).
b. The amount of time required to complete a payroll records request at GST
BOCES will be reduced from 2,160 minutes (36 hours) per request to less than
5 minutes per request for records from the former SCT BOCES (99.77%
reduction).
c. The amount of time required to complete a personnel records request at
Horseheads Central School District will be reduced from 3,600 minutes (60
hours) per request to less than 5 minutes per request (99.86% reduction).
d. The amount of time required to complete a payroll records request at Waverly
Central School District will be reduced from 45 minutes per request to less than
5 minutes per request (88.89% reduction).
4. District staff will be able to provide faster and higher quality customer service in
response to requests for records information.
5. GST BOCES will have the long-term capacity to support ongoing microform to digital
conversion projects for its twenty-one component school districts as well as any
outside municipalities or districts who wish to cross-contract for microform conversion
services.
IIb. Contribution to development of records management program
GST BOCES is deeply committed to providing high quality services to the twenty-one district
region, including the development and maintenance of electronic systems for managing district
records. GST BOCES maintains a regional digital document repository for its component districts
that allows records in digital format to be stored and accessed using Hyland OnBase, a standard,
non-proprietary software that meets the New York State Archives Imaging Production Guidelines.
Records can be accessed across the GST BOCES Wide-Area Network through a web-based
portal, making staff retrieval highly efficient. The OnBase system also enables districts to add new
records as needed and to define the retention criteria for their records, allowing them to effectively
manage their records according to retention guidelines outlined in Records Retention and
Disposition Schedule ED-L
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GST BOCES continues to strive to provide high-quality, superior services to its component school
• districts through a shared services arrangement that is timely and cost-effective. However, GST
BOCES does not currently have the ability to convert microform records to a digital format.
Successful completion of this Shared Services Document Conversion and Access project will
expand the capacity of GST BOCES to provide a shared services approach to records
management. By purchasing a Digital Microform Scanning System, GST BOCES will increase
their short- and long-term capacities to offer microform to digital conversion of inactive records to
its component school districts. In the short-term, GST BOCES will gain experience and expertise
with microform conversion by partnering with the Horseheads and Waverly Central School
Districts. In the long-term, as more and more districts look to convert their microform records to a
uniform digital format, BOCES will have the expertise and capacity to offer this additional service
to its component school districts. With over 1,000 rolls of microfilm and 65,000 sheets of
microfiche in the region, GST BOCES will be well poised to offer a new cost-saving service to its
districts without districts having to bear the expense and risk of mailing records to an outside
vendor for scanning and conversion. Further, this project will advance the quality of the GST
BOCES, Horseheads Central School District, and Waverly Central School District records
management programs through improved efficiencies related to digital access. This will be
accomplished through a reduction in the amount of time spent retrieving inactive personnel and
payroll records from microform.
IIc. Contribution of Service to the public
The proposed Shared Services Document Conversion and Access project will support each
district's implementation of a comprehensive system for accessing and retrieving personnel and
payroll records that no longer requires lengthy search times dependent upon searching through
unorganized binders and relying on multiple staff members to complete one request. The Hyland
OnBase system will provide multiple staff members with the ability to simultaneously conduct
full-text searches of all digitized Personnel and Payroll records in response to requests for
information. This new capacity will allow district staff members to respond to former employees,
employers, and Freedom of Information Law (FOIL) requests in a timely fashion, providing
superior customer service to those in the general public as well as cost effectiveness during
difficult economic times. The anticipated efficiencies will allow districts to utilize staff time more
effectively to complete other pertinent, non-records management related job duties and
responsibilities that serve their communities.
IIIa. Detailed outline/timetable for project
The GST BOCES Computer Services Department is well equipped to utilize its expertise and
proven success with implementing OnBase digital records management software to achieve the
project's goals by June 30, 2013. Project activities will be conducted by GST BOCES Computer
Services staff under the supervision of the GST BOCES Business Manager/Records Management
Officer (who will serve as the Project Director) and the Director of Computer Services. Project
goals will be achieved through the following activities:
1. Upon notification of an award, the Business Manager, the Director of Computer Services,
• and a Network Technology Specialist will (a) publish a request for bids for a Digital
Microform Scanning System using the BOCES Purchasing Guidelines; (b) select a vendor;
and (c) order the scanner.
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2. The Director of Computer Services will hire and train Computer Services Program Aides
with strong technology skills and previous records management experience. GST BOCES •
anticipates that 1.5 FTE Computer Services Program Aides will be needed to complete the
project.
3. GST BOCES Computer Services Staff will set up a secure work area in the Computer
Services Department to house the Digital Microform Scanning System.
4. The selected vendor will set-up, configure, and train appropriate GST BOCES staff (i.e.
Computer Services Program Aides, Network Technology Specialist) on use of the Digital
Microform Scanning System.
5. The Computer Services Program Aides, with support from a Network Technology
Specialist trained in the OnBase system and records management procedures, will use the
Digital Microform Scanning System to scan and digitize the microform records based on
the following preliminary schedule: (1) Waverly; (2) GST BOCES; (3) Horseheads. Each
image on a reel of microfilm or sheet of microfiche will have a unique identifier and
filename. All records will be scanned according to the specification outlined in New York
State Archives Publication 400 Imaging Production Guidelines. If a district needs a record
while BOCES is in the process of scanning the records, BOCES staff can quickly scan and
convert the record to digital format and e-mail it to the district.
6. As records are scanned, the Computer Services Program Aides will conduct an initial
quality control check to ensure that all microform images scanned properly into digital
format.
7. Immediately following the scanning process, all records will be indexed. Scanned images
will be converted to electronic text and indexed using optical character recognition (OCR).
Image files will be run through an optical character recognition (OCR) engine that
identifies the characters in the image and converts them into electronic text. The image
files of the personnel and payroll records and their related electronic texts will be
associated with each other and both will be saved. The electronic text will serve as the full-
text index to the images.
8. As records are indexed, the Computer Services Program Aides will conduct a second
quality control check to ensure that all microform images were scanned correctly. This will
reduce the potential for errors during the optical character recognition (OCR) process.
9. Once BOCES staff verify that all microform records have been correctly scanned and
indexed, they will return the original microform to each district. Following training in the
use of the OnBase system (as needed), each participating district will utilize ED-1
guidelines to determine the proper disposal time-frame and method for the inactive
microform records involved in the project.
10. As needed, GST BOCES Computer Services staff will create OnBase system username
and passwords and provide training to appropriate district staff once Personnel and Payroll
records have been added to the records database.
11. GST BOCES Computer Services staff will provide ongoing training, as needed, as well as •
technical assistance for using the OnBase system.
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All project activities will be completed by June 30, 2013 based on the projected timeline below:
• Project Activity Persons Responsible Timeline
GST BOCES will GST BOCES Business September/October
publish a request for Administrator 2012
bids, select a vendor,
and purchase the Director of Computer
Digital Microform Services
Scanning System.
Network Technology
Specialist
GST BOCES will hire Director of Computer September 2012
and train 1.5 FTE Services
Computer Services
Program Aides
Set up of a secure work GST BOCES Computer September 2012
area in the Computer Services Staff
Services Department to
house the Digital
Microform Scanning
• System.
Vendor set-up and Computer Services October 2012
training on use of the Program Aides
Digital Microform
Scanning System. Network Technology
Specialist
Scanning, quality Computer Services October 2012
control checking, and Program Aides with through June 2013
indexing of microform support from a Network
images from two Technology Specialist
participating
component districts and
GST BOCES
Return microform to District Records October 2012
original storage Management Officers through June 2013
locations at component
districts and GST
BOCES.
As needed, create Computer Services October 2012
• usernames and Program Aides through June 2013
passwords for district
staff using the OnBase Network Technology
system; Train staff in Specialist
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the use of the OnBase •
system. District Records
Management Officers
and other key district
personnel
Provide technical Computer Services October 2012
assistance in use of the Program Aides through June 2013
OnBase system.
Network Technology
Specialist
Provide ongoing Director of Computer July 2013 and
support for annual Services ongoing
conversion of
additional personnel GST BOCES Computer
and payroll records Services Program Staff
using shared services
model
Complete and submit GST BOCES Business By July 31, 2013
final narrative and Administrator
expenditure report
•
Justification for Proposed Solution
In preparation for applying for LGRMIF grant funding, a staff member from GST BOCES
attended the Region 6 LGRMIF grant application workshop in Binghamton, NY on November 10,
2011. After attending the workshop, GST BOCES representatives consulted with Regional
Advisory Officer, Suzanne Etherington, via e-mail and telephone communication, to discuss
potential solutions to the identified problems and desired outcomes. Based on each district's
records management issues outlined in the needs assessment and through conversations with Ms.
Etherington, the component districts and GST BOCES decided to pursue a Shared Services
Document Conversion and Access project for the 2012-2013 grant cycle. This project will allow
the participating districts to integrate the identified records into the centralized Hyland OnBase
records management digital document repository maintained by GST BOCES.
Based on information provided in the New York State Archives Publication #77, Managing
Imaging and Micrographics Projects, each participating district and GST BOCES investigated
three possible solutions for their microform-to-digital document conversion and access project: (1)
purchasing equipment and performing an in-district project; (2) contracting with an outside
vendor; and (3) partnering with GST BOCES in a shared services project.
The cost for the scanning equipment to run an in-house project is approximately $10,000 per
district. Further, the cost of purchasing and maintaining a stand-alone Hyland OnBase records
management system is prohibitive for each district. For example, if the participating component .
districts each implemented their own document conversion and access project using a new Digital
Microform Scanning System and the Hyland OnBase system, each would need to invest
approximately $40,000 in hardware and software, plus staff time, to complete the digital
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- LGRMIF Narratives Page 13 of 21
conversion of microform. Additional costs would include fringe benefits related to staff salaries,
• annual maintenance costs on the Digital Microform Scanning System and OnBase as well as any
licensing fees. Furthermore, neither Horseheads nor Waverly have extra space to house a new
Digital Microform Scanning System nor does either district have the personnel who are proficient
in the use of appropriate scanning and imaging technology to implement an in-house microform
conversion project.
GST BOCES surveyed several vendors to determine the cost for outsourcing the microform
conversion project and found a wide range of costs (anywhere from $18,000462,000, depending
on the quantity of records to be scanned). Since each individual district would be responsible for
bearing this cost themselves, districts report that they do not have the financial resources to
implement such a project in the current fiscal climate. Additionally, there is inherent risk with
mailing vital documents to an outside vendor, of which the microform is the only copy.
Finally, regional school districts who have utilized the GST BOCES Records Management
Service to digitize and store their records in the records repository have realized significant
benefits, including dramatic improvements in access and retrieval of records. The participating
districts recognize the significant cost savings they will sustain by partnering with BOCES, a
recognized provider and leader in shared services. The long-term goal of GST BOCES is to
convert the 4.5 million images currently housed on microform across the BOCES region. In order
to do this effectively and efficiently and to best serve the needs of its component district, GST
BOCES is electing to purchase their own Digital Microform Scanning System. This will give GST
BOCES Computer Staff a way to learn more about imaging technology and will provide an
opportunity for staff to convert microform images to a digital format on a continual basis.
• Horseheads and Waverly will continue their shared services arrangement with GST BOCES by
partnering with them as part of this grant application to convert their microform payroll and
personnel records to a digital format. This will be a cost-effective and efficient solution for both
districts as the cost to independently convert their microform documents would be prohibitive. By
participating in the Records Management Service offered by GST BOCES, both districts pay a
small fee to have their records scanned, indexed, and stored in the GST BOCES system. Districts
can also easily retrieve necessary records through the OnBase records management software
provided by BOCES. Further, the districts also receive state aid on the amount paid into the
service, so it is an extremely cost-effective solution in a time of heightened financial strain.
The Digital Microform Scanning System was selected by GST BOCES due to its semi-automated
functionality, capacity to scan 60 microform images per minute, and the software package which
allows for increased control over the final digital image. This capability will allow staff increased
time to quality control check and index the records according to New York State Archives
standards.
The proposed solution demonstrates that the project goals will be attainable by June 30, 2013. The
digitization of 289,670 personnel and payroll microform records will reduce and/or eliminate the
issue of having records from the same records series in multiple formats. District staff will be able
to find, retrieve, and print copies of microform records quickly without leaving their desks and
without disrupting other staff members. GST BOCES will also gain the necessary knowledge and
experience, and increase their capacity to support ongoing microform to digital conversion
projects for its regional component school districts.
•
IIIb. Requirements of relevant project category
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LGRMIF Narratives. Page 14 of 21
The proposed document conversion and access project will address the following requirements:
General Category Requirements: .
1. Records Focus -
i. The GST BOCES, Horseheads Central School District, and Waverly Central School District
will ensure that the appropriate records retention and disposition requirements of the Personnel
(permanent retention) and Payroll (55 year retention) Records are incorporated into their
respective district's overall records management program. Each district is committed to
implementing a records management system that aligns with the guidelines outlined in Records
Retention and Disposition Schedule ED-1 and to ensuring that all digitized records are accessible
throughout the entirety of their required retention schedules. When a record is scanned into the
OnBase system, BOCES staff can attach the appropriate retention schedule to that record. Once
the retention period is passed, the OnBase system will alert district staff that the digital record can
be safely deleted.
ii. Project costs will address two specific microform records series - Personnel and Payroll - at
GST BOCES and Horseheads and Waverly Central School Districts. Approximately 200,000
microfilm images and 89,670 microfiche images will be scanned and digitized into the regional
BOCES OnBase records management system. Scanning, Quality Control, and Indexing will
encompass a total of 2,640 hours of staff time.
iii. The digital conversion of microform records will facilitate increased access to personnel
and payroll records with long-term or permanent retention periods. District staff will no longer be
required to leave their workstations, find the appropriate piece of microform in the inactive •
records room, ensure that the district has a Microfilm Reader and Printer and that both are in
working condition, and then print the record. Staff will have access to a web-based system that
will allow them to easily retrieve and print records in a matter of minutes.
2. Adherence to Archives' Standards and Guidelines -
i. In addition to use of the Records Retention and Disposition Schedule ED-1 and consultation
with Regional Advisory Officer Suzanne Etherington, the following New York State Archives
Publications were used to plan the proposed project:
a. Imaging Production Guidelines (#00)
b. Producing High Quality Microfilm (409)
c. Introduction to Micrographics (#I1)
d. Managing Imaging and Micrographics Projects (#77)
e. Indexing Minutes (#78)
3. Increased Capacity -
i. This project will further support each participating district's records management program by
increasing their capacity to implement an efficient records management system. Further, GST
BOCES will be well positioned to support ongoing microform to digital conversion projects for its
twenty-one component school districts using a shared services model. With over 1,000 reels of
microfilm and 64,000 sheets of microfiche totaling over 4.5 million images across the region, GST
BOCES will have the necessary equipment and capacity to meet the microform conversion needs
of its component districts. Additionally, GST BOCES will have the capacity to support any
outside municipalities or districts who wish to cross-contract for microform conversion services. •
4. Intent and Ability to Maintain -
i. GST BOCES is committed to maintaining all proposed technology after the period of grant
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LGRMIF Narratives Page 15 of 21
funding concludes, including: a dedicated server to function as the repository for digitized records;
maintaining licenses and software upgrades for all OnBase software; maintaining the Digital
Microform reader; protecting file integrity; providing a remote hot site with a digital disk back-up
system; and migrating images to the next platform and/or format, if needed.
Document Conversion and Access Category Requirements:
. Based on information in New York State Archives Publication 400, Imaging Production
Guidelines, the proposed project will convert microform images to a digital image in TIFF
format, an international standard that archivists consider a stable format for long-term
retention and will support migration to a new system should it become necessary in the
future. The conversion process will be accomplished through the use of a semi-automated
Digital Microform Scanner that the BOCES will purchase and house in the Computer
Services Department on the Bush Campus. The scanner is able to scan records at a rate of
60 images per minute. It is estimated that the scanning process will take approximately 80
staff hours to complete.
. GST BOCES staff will provide ongoing quality control by monitoring records as they are
scanned and ensuring that the images are appropriately captured from the microform. It is
estimated that the quality control process will take approximately 905 hours to complete.
Once scanned, BOCES staff will begin the indexing process utilizing OCR technology that
will support full-text search capabilities. All master image copies will be maintained
electronically on a GST BOCES server and a remote hot site with disk-based backup. It is
estimated that the indexing process will take approximately 1,655 hours to complete.
. All work rates for proposed activities to be completed by grant-funded staff are based on
standards described in the New York State Archives manual Guidelines for Arrangement
and Description of Archives and Manuscripts; guidelines for in-house work rates outlined in
New York State Archives Publication #78, Indexing Minutes; consultation with Regional
Advisory Officer Suzanne Etherington; and GST BOCES' previous experience with
document conversion projects.
. The project will utilize OnBase v.11.0 imaging and records retrieval software. OnBase is
standard, non-proprietary software that meets the New York State Archives Imaging
Production Guidelines.
. A separate LG-IM form for each district and record series involved in the proposed project
has been completed and is included under the Application Attachments section.
. Based on information in New York State Archives Publication #77, Managing Imaging and
Micrographics Projects, and consultation with Regional Advisory Officer Suzanne
Etherington, GST BOCES and the participating districts determined that partnering with
BOCES via a Shared Services agreement was a more reasonable and cost-effective solution
than contracting with an outside vendor to conduct microform conversion projects on their
own. This will also allow BOCES to continue offering the service to additional districts
across the region for a fraction of the cost.
. GST BOCES is committed to supporting the maintenance of all technology after the end of
the grant period. Maintenance of the document management system is supported via a
Records Management Cooperative Services (CoSer) account funded by participating
component districts and GST BOCES. The account utilizes an established fee structure to
determine each participating district's share of program costs (based on the district's size
and wealth ratio).
IIIc. Responsible parties and qualifications
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.LGRMIF Narratives Page 16 of 21
The following staff members will be responsible for providing oversight and implementation of
identified project activities:
GST BOCES Business Manager/Records Management Officer will be responsible for
overseeing the successful implementation of the project. Specific responsibilities include assisting
with the publication of a Request for Quotes for the Digital Microform Scanning System, selection
of a vendor, and ordering of the scanner; serving as the liaison to the Regional Advisory Officer;
serving as a liaison to the participating component districts; drawing down funds; ensuring all
project goals are met; and submitting all fiscal and program reports, as well as the final report.
GST BOCES Director of Computer Services will be responsible for publishing a Request for
Quotes for the Digital Microform Scanning System, selecting a vendor, and purchasing the
equipment; hiring, training, and supervising the Computer Services Program Aides; supervising
the Network Technology Specialist; and providing ongoing support for annual conversion of
additional personnel and payroll records.
GST BOCES Network Technology Specialist will be responsible for overseeing the day-to-day
project activities; assisting with the publication of a Request for Quotes for the Digital Microform
Scanning System; providing ongoing support to the Computer Services Program Aides;
supporting the scanning, quality control, and indexing process; monitoring progress of project
goals; training district staff members, as needed, in the use of the OnBase system as their records
become available in the system; and providing ongoing OnBase support after the conclusion of the
project.
District Records Management Officers will be responsible for ensuring that the microform
records are returned to their correct storage locations (if the district decides to keep the
microform). District RMOs will also participate in OnBase training provided by GST BOCES
Computer Services Staff, as needed.
Ten-Month 1.5 FTE Computer Services Program Aides will be responsible for the conversion
of 289,670 microform Personnel and Payroll Records to digital format. Specific tasks will include:
scanning the microform records using an automated Digital Microfilm Scanner according to the
guidelines outlined in New York State Archives Publication #00, Imaging Production Guidelines;
quality control checking images as they are scanned to ensure that the microform images are
appropriately captured and re-scanning as necessary; and indexing all digitized records using
optical character recognition (OCR) to ensure adequate access to the records. Based on standards
described in the New York State Archives manual Guidelines for Arrangement and Description of
Archives and Manuscripts; guidelines for in-house work rates listed in New York State Archives
Publication #78, Indexing Minutes; consultation with Regional Advisory Officer Suzanne
Etherington; and GST BOCES previous experience with digital conversion projects, the document
conversion and access process is expected to require a total of 1,823 hours for microfilm and 817
hours for microfiche for a total of 2,640 hours as outlined below:
Microfilm Conversion
Activity Volume Rate (60 Total
images/min) Hours
Scanning (Microfilm to 200,000 3,600 images/hour 55 hours
Digital) images
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Quality Control/Image 200,000 320 images/hour 625 hours
Verification images
Indexing/OCR Process 200,000 175 images/hour 1,143
images hours
Total Hours 1,823
hours
Microfiche Conversion
Activity Volume Rate (60 Total
images/min) Hours
Scanning (Microfiche 89,670 3,600 25 hours
to Digital) images images/hour
Quality Control/Image 89,670 320 images/hour 280 hours
Verification images
Indexing/OCR Process 89,670 175 images/hour 512 hours
images
Total Hours 817 hours
The Computer Services Program Aide will be a temporary GST BOCES staff member, employed
solely to ensure successful completion of the project. The Computer Services Program Aide is a
Civil Service position that conforms to contractual obligations with GST BOCES bargaining units
and Civil Service regulations. The cost of salary and benefits for a ten-month 1.0 FTE Computer
Services Program Aide is $39,950. The compensation for this position represents a mid-range
salary and was chosen in order to attract and retain highly qualified staff with sufficient
technology skills and the ability to produce high-level work through the course of the project.
IVa. Contributions demonstrated
GST BOCES will provide the following local support for project activities:
. Funds in the amount of $111,902 in Records Management CoSer #605.009 for ongoing
records maintenance contributed by participating component districts.
. A secure space in the Computer Services Department on the Bush Campus of GST BOCES
to house the new Digital Microform Scanner and to complete the scanning and conversion
process.
. A Network Technology Specialist will provide training and support to the Computer
Services Program Aide, create district usernames and passwords for the Hyland OnBas-
system, and train GST BOCES and district staff members in the use of the OnBas-
. 30 hours of the GST BOCES Business Administrator's time for supervising the
including submission of all fiscal and program reports.
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LGRMIF Narratives Page 18 of 21
. 15 hours of the Director of Computer Services' time for hiring project staff.
. OnBase software training and ongoing troubleshooting for designated users at each of the
participating component districts.
IVb. Program Maintenance
GST BOCES has a long history of providing high quality shared records management services for
its component school districts. In order to continue progress toward increased records
management effectiveness and efficiency, GST BOCES will continue to offer increased records
management services to its component districts. The successful completion of this project will
support a new initiative that will allow districts to begin converting their inactive microform
records to a digital format. In order to maintain long-term sustainability, GST BOCES is
committed to providing ongoing support for records management efforts by:
. 0.60 FTE of a Network Technology Specialist's time will support continual maintenance
scanning, imaging, quality control checking, indexing, and importing of newly created
records that are part of a previously digitized records series.
. Maintaining a dedicated records management server on the GST BOCES Bush Campus as
the primary digital records repository for the OnBase system and all current/future digitized
records.
. Maintaining a Data De-Duplicator on the GST BOCES Coopers Campus as a remote hot
site for disk-based backup of the OnBase system and all current/future digitized records.
. Maintaining annual maintenance and service agreements including technical support fees
for electronic systems, annual fees for equipment, and equipment warranties.
. Maintaining licenses for all OnBase software modules.
. Upgrading to new versions of OnBase software as they become available.
. Migrating images to the next platform and/or format, as needed.
. Providing ongoing maintenance of local and wide area networks for component districts.
. Providing ongoing technical assistance related to the use of OnBase software.
Professional Salaries
Support Staff Salaries
The scope of the proposed document conversion and access project is beyond the current staffing
capacity of GST BOCES. Due to the volume of records maintained by GST BOCES and the two
participating component school districts, GST BOCES will use grant funds to hire ten-month, 1.5
FTE Computer Services Program Aides to digitize 289,670 Personnel and Payroll microfilm and
microfiche images to a digital format.
Upon notification of award, GST BOCES will hire and train Computer Services Program Aides
with strong technology skills and previous records management experience. Based on standards
described in the New York State Archives manual Guidelines for Arrangement and Description of
Archives and Manuscripts; guidelines for in-house work rates listed in New York State Archives
Publication #78, Indexing Minutes; consultation with Regional Advisory Officer Suzanne
Etherington; and GST BOCES previous experience with digital conversion projects, the document
conversion and access process is expected to require a total of 1,823 hours for microfilm and 817
hours for microfiche for a total of 2,640 hours, as outlined below:
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LGRMIF Narratives Page 19 of 21
Microfilm:
Image Capture: 200,000 images at 3,600 images/hour = 55 hours
Quality Control/Image Verification: 200,000 images at 320 images/hour = 625 hours
Index/OCR Process: 200,000 images at 175 images/hour = 1,143 hours
Total Number of Hours for Microfilm Conversion: 1,823 hours
Microfiche:
Image Capture: 89,670 images at 3,600 images/hour = 25 hours
Quality Control/Image Verification: 89,670 images at 320 images/hour = 280 hours
Index/OCR Process: 89,670 images at 175 images/hour = 512 hours
Total Number of Hours for Microfiche Conversion: 817 hours
The ten-month 1.5 FTE Computer Services Program Aides, with support from a trained Network
Technology Specialist, will be responsible for the conversion of 289,670 microform Personnel and
Payroll Records to digital format. Specific tasks will include:
(1) scanning the microform records using an automated Digital Microform Scanning System
according to the guidelines outlined in New York State Archives Publication #00, Imaging
Production Guidelines. During the scanning process, each image will be assigned a unique
identifier to ensure that each record is successfully scanned and is able to be indexed;
(2) monitoring images as they are scanned to ensure that the microform images are appropriately
captured and re-scanning as necessary; and
(3) indexing all digitized records using optical character recognition (OCR) to ensure adequate
access to the records.
The Computer Services Program Aides will be temporary GST BOCES staff members, employed
solely to ensure successful completion of the project by June 2013. The Computer Services
Program Aide is a Civil Service position that conforms to contractual obligations with GST
BOCES bargaining units and Civil Service regulations. The salary for a ten-month (44 weeks) 1.0
FTE Computer Services Program Aide is $29,862 plus benefits, based on a 40 hour work week at
an hourly rate of $16.97 per hour. The compensation for this position represents a mid-range
salary and was chosen in order to attract and retain highly qualified staff with sufficient
technology skills and the ability to produce high-level work through the course of the project.
1.0 FTE Computer Services Program Aide Salary = $29,862
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LGRMIF Narratives Page 20 of 2,1
0.5 r;TE Computer Services Program Aide Salary = $14,931
Total Support Staff Salaries = $44,793
Equipment
GST BOCES has selected a digital microform scanning system from The Library Store. The
system includes the following components:
. Konica Minolta SL 1000 Digital Scanner (basic unit with microfiche carrier) offers
advanced document imaging capabilities in a compact, energy-efficient machine. The
scanner meets and exceeds the required specifications outlined by GST BOCES (see
attached Request for Quotation), including the capacity to preview and scan images in both
black and white and color in real-time in as little as one second, scan resolution up to 360
dpi and output up to 600 dpi; the ability to perform image adjustment functions, such as
image rotation, deskew, cropping, rotation (90 degree step), horizontal flip,
negative/positive discrimination, magnification, rotation, and adjustable image masking
using the included SL Touch software package; and the capability to scan-to-file or scan-to-
print with a convenient USB 2.0 or Windows interface - $6,952
. Motorized 16/35mm roll microfilm carrier kit - $1,804
. Delivery, installation, set-up, one day training - $500
Total Equipment: $9,256
Minor Remodeling
Purchased Services
Purchased Services - BOCES
Supplies and Materials
Travel
Employee Benefits
Grant funds will be used to support the cost of employee benefits payable to 1.5 FTE ten-month
k' mputer Services Program Aides responsible for scanning, quality control, and indexing of
Personnel and Payroll microform images to a digital format. Itemized benefit costs to be paid
using grants funds include: 0
Attendance Incentive: $672
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LGRMIF Narratives Page 21 of 21
•
Worker's Compensation: $372
• Retirement: $8,645
Disability Insurance: $240
Social Security: $3,427
Unemployment Insurance: $179
Dental/Optical: $1,585
HRA: $96
Total Employee Benefits: $15,216
Final Project Narrative
•
•
•
•
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LGRMIF Project Budget . Page 1 of 2
Local Government Records Management Improvement Fund (LGRMIF)
Project Budget
Project Number 0580 -13 -3925
Institution Greater Southern Tier Boces -
Professional Staff Expenses
Support Staff Expenses
Name Position/Title Rate of Pay Hours Worked
1.0 FTE Computer
TBD Services Program $16.97 1760.0
Aide
Inst'l Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved
$0 $29,862 $0 $0 $0
Name Position/Title Rate of Pay Hours Worked
0.5 FTE Computer
TBD Services Program $16.97 880.0
Aide
• Inst'I Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved
$0 $14,931 $0 $0 $0
Support Staff Totals
Inst Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved
0 $44,793 $0 $0 $0
Equipment Expenses
Quantity Description Unit Price Vendor
I Digital Microform $9,256.00 The Library Store
Scanning System
Inst'I Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved
$0 $9,256 $0 $0 $0
Equipment Totals
Inst Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved
0 $9,256 $0 $0 $0
• Minor Remodeling
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LGRMIF Project Budget Page 2 of 2
Purchased Services Expenses
•
Purchased BOCES Services Expenses
Supplies, Materials Expenses
Travel Expenses
Employee Benefit Expenses
Name Benefits Percentage
TBD 0.34
Inst'l Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved
$0 $10,088 $0 $0 $0
Name Benefits Percentage
TBD 0.34
• Inst'l Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved
$0 $5,128 $0 $0 $0
Employee Benefits Totals
lost Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved
$0 $15,216 $0 $0 $0
Grand Total
Inst Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved
$0 $69,265 $0 $0 $0
•
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LGRMIF Vendor Quote Form . Page 1. of 1
0 Local Government Records Management Improvement Fund (LGRMIF)
Vendor Quote Form
Project Number 0580 -13 -3925
Institution Greater Southern Tier Boces -
•
•
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Imaging Microfilming Form Page 1 of 1
Local Government Records Management Improvement Fund (LGRMIF)
• Imaging Microfilming Form
Project Number 0580 -13 -3925
Institution Greater Southern Tier Boces -
Imaging/Microfilming Form
Activities
Imaging
Paper documents to digital image:
false Microfilming
Microfilm images to digital image: Paper documents to microfilm: false
true Digital images to microfilm: false
Digital documents to digital image:
false
Records Description
Name of records series: Payroll Retention period (years): 55 years
Records
Date range of records: 1956-1999 Records schedule (name and item num): ED-1, Fiscal 1.[179]
Total number of images: 138,270 Format of use copies Diazo or vesicular film: false Digital
images: true
Characteristics
Electronic data: N/A
Document size: Varies
Paper type: N/A
Paper condition: N/A
Imprint: N/A
Paper color: N/A
Fasteners: N/A
Frequency of fasteners: N/A
•
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FS-20 Form Page 1 of 2 .
The University of the State of New York PROPOSED BUDGET SUMMARY FOR A
THE STATE EDUCATION DEPARTMENT FEDERAL OR STATE PROJECT
(see instructions for mailing address) FS-20 (02/07)
Project Number: 0580 -13 -3925
Funding Source: Local Government Records Management Improvement
Fund
Report Prepared By: Colin Pierce
Name of Applicant: Greater Southern Tier Boces
Mailing Address: 9579 Vocational Dr
City, State: Painted Post NY 14870 9518
Telephone#: County: Schuyler
E-Mail Address: cpierce@gstboces.org
Project Funding Dates: Start 7/1/12 End 6/30/13
INSTRUCTIONS
Submit the original FS-20 Budget Summary, and 3 copies, all with signatures in blue ink, along
with the completed application directly to the appropriate State Education Department office as
• indicated in the application instructions for the grant program for which you are applying. DO
NOT submit this form to the Grants Finance.
Please submit the FS-20 Budget Summary as a two page form (not back-to-back on a single sheet).
Enter whole dollar amounts only. The amounts must agree with the budget category totals from
each Budget Category and Narrative Form.
For changes in agency or payee address contact the State Education Department office indicated on
the application instructions for the grant program for which you are applying.
An approved copy of the FS-20 Budget Summary will be returned to the contact person noted
above. A window envelope will be used; please make sure that the contact information is accurate,
legible and confined to the address field.
For information on budgeting, including 2005-06 REVISED guidelines for equipment and
supplies, refer to the Fiscal Guidelines for Federal and State Aided Grants at
www.oms.nysed.gov/cafe/.
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FS-20 Form Page 2 of 2
BUDGET SUMMARY
CATEGORIES CODE PROJECT Agency Code 559000000000
COSTS Project # 0580 -13 -3925
Professional Salaries 15 $0.00 Contract #
Support Staff Salaries 16 $44,793.00 Agency Name Greater Southern Tier Boces
Purchased Services 40 $0.00
Supplies and 45 $0.00
Materials For Department Use Only
Travel Expenses 46 $0.00 Approved
Employee Benefits 80 $15,216.00 Funding Dates: 7/1/ 12 6/30/13
BOCES Services 49 $0.00
Minor Remodeling 30 $0.00 From To
Equipment 20 $9,256.00
Program Approval:...
Grand Total $69,265.00
/ f Date:
CHIEF ADMINISTRATOR'S CERTIFICATION Fiscal Year First Payment Line#
I hereby certify that the requested budget amounts are
necessary for the implementation of this project and that this
agency is in compliance with applicable Federal and State laws
and regulations.
Date Signature
Name and Title of Chief Administrative Officer
Horst G Graefe, District Superintendent Voucher# First Payment
Finance: Log: Approved: MIR:-
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Leval Goverameat Records Management Improvement Puna
maging and Microfilming Project Information Form (IG-IM)
LOCAL GOVERNMENT NAME (
Horseheads Central School District
ACTNITIES tCirECK AlL7MAT APPLYI
IMAGING MICROFILMING
? PAPER DOCUMENTS TO O=GITAI, IMAGE ? PAPER DOCUMENTS TO MICROFILM
MICROFILM IMAGES TO DIGIT AL IMAGE ? DIGITAL IMAGES TO MICROFILM
? DIGITAL DOCUMENTS TO DIGITAL IMAGE
RECORDS DESCRIPTION
NAME OF RECORDS SERIES RE€NTION PERIOD {YEAk5)
Personnel Records _ Permanent
DATE RANGE OF RECORDS RECORDS SCHEDULE (NAME AND STEM NUMBER)
Early 1900s to Early 1990s ED-1, Personnel/Civil Service 1.[199]
TOTAL NUMBER OF IMAGES Explain in She narrative any discrepancies between the number of
i 71,400 Images and the number of pages.
Format of use copies ? tizo or vesicular microfilm Digital images Number of original rolls. tBmm 35mm
CHARACTERISTICS
ELECTRONIC DATA ? Digital images ? Other electronic formats (such as word processing files)
DOCUMENT SIZE. Varies
PAPER TYPE N/A
PAPER CONDITION--_ N/A
IMPRINT. N/A
PAPERCOLOR. N/A
ASTENERs N/A
CUENCY OF FASTENERS: N/A
o RETRIEVAL
NUMBER OF REFERENCES 4 6/yr REFERENCES NEEDING COPIES 100%
RETRIEVAL URGENCY ? Immediate ? Within i day ? Within t week
N~,r York SIIac,lrchnc,
For al I SrIA1 S~'Mi9
Local Goverrme:rt Records Management Improvement Fund
~maging and Microfilming Project Information Form (LG-IM)
LOCAL GOVERNMENT NAME - k I
Waverly Central School District
i
ACTIVITIES
IMAGING MICROFILMING
? PAPER DOCUMENTS TO DIGITAL IMAGE ? PAPER DOCUMENTS TO MICROFILM
MICROFILM IMAGES TO DIGITAL IMAGE ? DIGITAL IMAGES TO MICROFILM
? DIGITAL DOCUMENTS TO DIGITAL. IMAGE
RECORDS DESCRIPTION
NAME OF RECORDS SERIES RETENTION PERIOD (YEARSI
Payroll Records 55 ears
DATE RANGE OF RECORDS RECORDS SCHEDULE. (NAME AND ITEM NUMBER)
1953-1995 ED-1, Fiscal 1.[179]
TOTAL NUMBER OF IMAGES ! Explain in the narrative any discrepancies between the number of
80,000 images and the number of pages.
Formatof use copies. ?Urazo orveslcular microfilm ? Digital images Number of original rolls: 3216mm 035mm 1
CHARACTERISTICS
ELECTRONIC DATA
Digitat images ? Other electronic torrnafs (such as word processing filed
DOCUMENT SIZE'. Varies
PAPER TYPE N/A
PAPER CONDITION! N/A
IMPRINT. N/A
PAPER COLORS N/A
sTENERS N/A
OUENCY OF FASTENERS. N/A
RETRIEVAL
NUMBER OF REFERENCES 1/mono REFERFNCES NEEDING COPIES` 100%
! RETRIEVAL URGENCY Immediate ? Within 1 day ? Within 1 week
•
Nc•r Park SL&x A1611, Dann L(742,7 &2r7IF4
mw_
THE LIBRAK Y 5 L Utb, L 1 U.
10528 St. Paul Street
Kensington, Md. 20895
Gww.librartt~reitd.coul
. 1-800-858-8117
301-652-8811(Local)
301-6544960 Fax
2012
To Our Customers:
Since 1980 we (a family owned firm) have been providing quality products and
services to our customers. We are now into our third generation of family
employees. Our grandchildren are participating when not in college and high
school. What a wonderful feeling.
We provide free library layout services, have helped with floor plans of thousands
of libraries in Maryland, Virginia, the District of Columbia and surrounding states
and through our GSA schedules throughout the United States.
We offer discounts on large orders; please call for on-the-spot discounts.
We have both library furniture and microfilm/fiche equipment on GSA contracts
that can save money for your agency.
The Library Store, Ltd. is proud to provide Brodart supplies and equipment,
Russwood quality furniture, Konica-Minolta microfilm scanners, Indus
readers/scanners to name just a few of our suppliers.
Give us a call, a fax, or an email'and we will do our best to serve your needs. Jim
or Steve will help you with any furniture needs, Larry or Bill will help with
micrographics, and Pat or Betty will help with supplies.
Lastly, our appreciiition to our customers can never be overstated, and we thank
you for all of your years of loyalty.
Sincerely,
Betty Doudnikoff and The Library Store Staff
•
THE LIBRARY STORE, LTD. •
10528 ST. PAUL STREET
KENSINGTON, MD. 20895
1-800-858-8117
301-652-8811 (local)
301-654-4960(fax)
www.librarystoreltd.com
February 9, 2012
Jennifer Mleczynski
Educational Grants Specialist
GST BOCES Grant Services
Booth Education Center
414 Davis Street
Elmira, NY 14901
Ph# 607-735-3378
Fax# 607-735-3379
From: Larry Wallace
Subject: Quotation for Digitizing Personnel & Payroll Microfilm Images
Ms. Mleczynski,
Thank you for your interest in our products and we are glad to provide
a quotation on a Digital Microfilm System for your requirements.
Enclosed, please find a quotation and descriptive information on the product
quoted and if you have any questions, please give me a call on 1-800-858-8117.
Cordially,
Wimp Cthalluce
Lary Wallace
The Library Store, Ltd.
•
• Page 2
PURCHASE QUOTATION
for
GST BOCES
February 9, 2012
DIGITAL MICROFORM SCANNING SYSTEM
ITEM Model DESCRIPTION PRICING
1. #7170411 Konica Minolta SL 1000 Digital Scanner $6,952.00
(Basic unit with fiche carrier)
2. #7170018101 Motorized 16/35mm roll film carrier $1,804.00
3. Above configuration will utilize all microforums:
Microfiche, 16/35mm open spool roll film, jackets,
Aperture cards, color negatives or positives and
Includes SL Touch Software for Windows 7 or VISTA.
4. Meets and exceeds required specifications as stated.
(See attached SL 1000 specification sheet & brochure)
5. Installation @$500-Includes Delivery/Pick-up, 500.00
Set-up, one day training.
6. TOTAL PURCHASE PRICE OF KM SL1000 $9,256.00
(NOTE; IF PURCHASED WILL BUY UNIT
BACK WHEN FINISHED, IF NOT REIUIRED
FOR FURTHER WORK BY GST BOCES)
(Conversion calculations next page)
•
Page 3
CONVERSION CALCULATIONS
Based on 289,670 images of Personnel and Payroll microfilm images
1. 289,670 seconds of scanning (scan speed of SL 1000 = 1 second
2. 289,670 images divided by 60 minutes/hr. = 4,827 minutes
3. 4,827 minutes divided by 60 minutes = 80.46/hrs. of scanning
4. Taking it a step further and considering person operating unit
at 3 seconds per scan (realistic) 80hrs x 3 seconds = 240hrs.
of scanning time.
5. Based on a 7 hour work day, 240hrs divided by 7hrs/day = 34.28 days •
6. Factoring in holidays, breaks, getting use to scanning images, delays,
Rounding off to 35 days x 2 (for maximum work load completion) _
70 work days.
7. 70 work days of scanning images divided by 20 work hours
per month = 3 % months to complete conversion.
(ALTERNATIVE PROCURMENT-RENTING SL1000)
COST FOR RENTING FOR 4 MONTHS
(IF REQUIRED)
$750/mo. X 4 months = $3,000. + $500 for install/set-up
Maintenance if purchased is $950/year
Maintenance if rented is included in rental pricing. •
GST BOCES
Records Management Needs Assessment
For
17 School Districts and GST BOCES
January 2007
Prepared by:
Caroline Gallego, MLS, CRM, CA
Gallego Information Services
Table of Contents •
Section Pa e s
Executive Summary 1-2
Current Records Management Environment 3-42
Findings 42 - 43
Recommendations 44 - 50
Action Plan 51
Appendix A: School Districts and GST BOCES Records Appendix A
Management Officers (RMOs)
• Executive Summary
The objective of this Records Management Needs Assessment was to review specific
record series at the school districts that are part of the Greater Southern Tier BOCES
(GST) and identify records management services that GST BOCES could provide to
improve their records management. GST supports 21 school districts. GST recently was
created over the last year when the Steuben-Allegany BOCES was merged with the
Schuyler-Chemung-Tioga (SCT) BOCES. SCT BOCES was then re-named to GST
BOCES to reflect the additional school districts supported. This report included 17
school districts and GST.
The findings of the review of the school districts records programs include the following
records management issues / problems.
1. Active and inactive records storage space and environmental issues.
2. Access and retrieval difficulty.
3. Lack of written records management policies, procedures, standards and
guidelines.
4. Misunderstanding and lack of training in the NYSA ED-1 Records Retention
and Disposition Schedules.
5. Inappropriate storage for archival / historical and permanent records.
6. Duplication of work (i.e. entering information into databases and handwriting
• the same information on paper records (Permanent Record Cards)).
7. Misunderstanding of electronic records and no identification of these records.
8. Insufficient training for the Records Management Officers (RMOs).
9. Lack of technology to assist with records management issues (i.e. need more
converting paper records to electronic format).
10. Lack of Disaster Recovery Plans for records and information systems.
The recommendation for solving the records management issues / problems of the school
districts is for GST BOCES to develop and provide a records management program for
school districts. These services would then be offered to the school districts.
The services would include:
1. Establishing the Records Management Program - which would include
assistance with education and acquiring management support and training for
the RMO and Records Coordinators.
2. Digitizing Records - converting paper and microfilmed records into a
digitized format that would be part of an electronic document management
system to assist school districts with properly managing records.
3. Records Management Policies and Procedures - assist in documenting and
updating records management policies, procedures, guidelines, standards
•
1
handbooks to provide resources for staff to implement the records •
management program.
4. Records Management Training - develop and provide comprehensive records
management training for the school districts. The training would include
DVD development of specific training for each school district to ensure
consistent delivery.
5. Records Retention and Disposition Schedules - develop an office records
retention and disposition schedule and provide training to staff.
6. Records Inventory and Needs Assessments / Plan - provide inventory of
records (including all medium: paper, electronic, video, photographs, etc.)
and develop Needs Assessment / Plan based on the inventory results.
7. Archival / Historical Records Program - identify, label, index the archival /
historical records and provide a plan for preservation and user access to the
records.
8. Records Storage - provide records storage for school districts inactive records
including appropriate storage for microform, computer tapes and disks,
permanent, long-term retention and archival/ historical records.
9. Disaster Recovery and Business Continuity Plans - develop and implement •
Disaster Recovery and Business Continuity Plans for school districts records
and systems.
10. Needs Assessments / Feasibility Studies and Business Process Analysis
Studies - provide analysis of current work processes and records management
issues such as duplication of work, different filing methods, etc. The analysis
will result in recommendation for improvement that will provide appropriate
methods and systems to implement that may include technology solutions.
11. Records Management Audits - perform audits on the records management
programs and provide recommended changes and modifications to the
program.
The following pages provide the detail on the information collected at the school districts
on their current records management programs as well as the findings, recommendations
and action plan.
•
2
• Current Records Management Environment
Overview
The 17 school districts and GST BOCES that participated in this study completed a
questionnaire to provide basic information prior to the on-site visit. A listing of the
participating Records Management Officers (RMOs), Contact Persons, phone numbers
and a-mails are provided in Appendix A of this Report.
The schools districts involved in this report are listed below with the corresponding name
being referred to in this report.
School District Name Referred to in this Report
Addison Central School District Addison
Alfred-Almond Central School District Alfred-Almond
Avoca Central School District Avoca
Bradford Central School District Bradford
• Campbell-Savona Central School District Campbell-Savona
Coming-Painted Post Area School District Corning-Painted Post
Elmira City School District Elmira
Elmira Heights Central School District Elmira Heights
GST BOCES GST
Hammonds port Central School District Hammonds port
Hornell City School District Hornell
Horseheads Central School District Horseheads
Jas er-Trou sbur Central School District Jas er-Trou sbur
Odessa-Montour Central School District Odessa-Montour
Prattsbur h Central School District Prattsbur h
• Spencer Van Etten Central School District Spencer Van Etten
3
School District Name Referred to in this Report
•
Watkins Glen Central School District Watkins Glen
Waverly Central School District Waverly
Below is a summary of basic information on the school districts and GST. The basic
information includes:
Employees - total number of employees at the school district
Students - total number of students attending the school district
Buildings - number of buildings/locations that are part of the school district
Active - estimated total volume of active records in cubic feet
Inactive- estimated total volume of inactive records in cubic feet
Microfilm - Whether the school district has records on microfilm and if so how many
rolls.
RM Issues - records management issues the school district currently encounters •
RM Improvements - records management improvements the school district would like to
have implemented.
•
4
Basic Project Participant Information
School Employees Students Buildings Active Inactive Microfilm RM Issues RM Improvements
Addison 241 1,199 3 500 590 Yes - 59 Access Electronic retrieval
rolls Space / storage
Retention Easier access
Filing Methods Easier reproduction
Filing organization
Alfred-Almond 131 665 3 112 330 Yes - 94 Space Access
Access
Avoca 116 597 1 No No Yes - None None
Response Response Amount Not
Given
Bradford 72 321 1 650 295 Yes - 17 None None
rolls
Campbell- 164 1,113 2 No No No Records not Access
Savona Response Response organized Index
Records not Organized methods
indexed
No
Standardization
Corning- 1,040 5,532 13 600 1,200 Yes-790 Space Space
Painted Post rolls Disaster Disaster
Preparedness Preparedness
5
I
School Employees Students Buildings Active Inactive Microfilm RM Issues RM Improvements
Elmira 1,456 7,271 16 1,199 2,524 No Space Records Retention
Staff Manual
Training Support Staff
Software Scanning
Elmira Heights 190 1,148 2 900 1,125 Yes- 50 Special Ed Files Storage Manual
rolls Permanent Staff
Records
GST 780 Not 12 No No Yes - Storage Digitize records for
Applicable Response Response Amount Not Access improved access
Given
Hammondsport 151 507 3 450 305 No Storage Access
Hornell 365 1,859 4 No 1,200 No None Digitize Records
Response Response
Horseheads 755 4,100 6 No No Yes- Space Digitize Records
Response Response Amount Not Access
Given Labor to convert
records to
digitized format
•
School Employees Students Buildings Active Inactive Microfilm RM Issues RM Improvements
Odessa- 155 835 3 423 447 Yes - 82 Records Larger Shredder
Montour rolls Destruction
Prattsburgh 70 500 1 No No No Keeping SIF Compliant
Response Response databases Applications
synchronized Common Database
and u to date Platforms
Spencer Van 175 1,140 3 No No No No Response No Response
Etten Response Response Response
Watkins Glen 219 1,341 4 625 450 No Storage Currently working
on a cooperative
agreement with
Schuyler County to
store records at new
facility
Waverly No 1,755 7 384 544 Yes-200 Organizing Training
Response rolls Records Improved
Retention Organization of
Updating Records
Records
Database
I
7
Record Series •
The following types of records were reviewed at each school district.
Board of Education Meeting Minutes - the official meeting minutes of the Board of
Education. The retention for this record series per the New York State Records Retention
and Disposition Schedule ED-1 (NYSA ED-1) is "permanent" (item 1.1).
Student Academic / Cumulative Files- the student academic file that is not the
cumulative achievement record equivalent also referred to as the Permanent Record Card.
The documents in this file would include student evaluation reports, teachers' comments,
and counselors' notes, copies of grade or report cards where the final grade is reported on
the Permanent Record Card. The retention of this record series per the NYSA ED-1 is "6
years after student graduates or would normally have graduated from high school" (item
1.275.b)
Permanent Record Cards - the cumulative achievement record equivalent for elementary
and secondary school including but not limited to information on school entry,
withdrawal and graduation, and on subjects taken and grades received from
examinations. The retention of this record series per the NYSA ED-1 is "Permanent"
(item 1.275.a).
Student Health Records - including but not limited to health history, individualized .
health care plan, immunization record, results and recommendations from examination,
screening or treatment, parent or guardian referral , permission records, doctors' notes,
etc. For a summary record or individual record when not posted to summary record
(Note: The summary record is commonly referred to as the student cumulative health
card) the retention for this record series per the NYSA ED-I is "0 after individual attains
age 27" (item 1.137.a). For individual records when posted to summary record, except
blood and body fluids incident report the retention per the NYSA ED-1 is "1 year after
school year" (item 1.137.b). For individual immunization record, including authorization
and/or parental consent the retention per the NYSA ED-1 is "6 years, or 3 years after
individual attains age 18, whichever is longer" (item 1.137.c). For blood and body fluids
incident report, even when posted to summary record the retention per the NYSA-ED-1 is
"0 after individual attains age 27" (item 1.137.d).
Student Discipline Records - including but not limited to detention notices, suspension
notices, suspension hearing records, correspondence and related records. For records of
major disciplinary actions including suspension the retention per the NYSA ED-1 is "3
years after end of school year, but no less than 3 years after student attains age 18" (item
2.278.a). For records of minor disciplinary actions the retention per the NYSA ED-1 is
"3 years after end of school year" (item 2.278.b).
•
8
Student Special Education (CSE) Files - documenting the program for the student with
disabilities and the services they receive. For student information sheets, most recent
year's IEP (individualized Education Program), evaluation record, and summary record
the retention per the NYSA ED-1 is "6 years after student graduates/would normally have
graduated from high school or 6 years after student attains age 21, whichever is shorter"
(item 1.267.a). For other special education records including but not limited to
attendance record, copy of high school transcript or student progress reports, referral
form individual evaluation, and health record, (IEPs (except most recent), parent
communication, agency communication, and attendance / staff reports, behavior / staff
changes records, test papers, psychologists' notes and "protocols." Regardless of whether
or not student is declassified from special education the retention per the NYSA ED-1 is
"6 years" (item 1.267.b).
Payroll - including information on gross and net pay, base pay, taxes and other
deductions used to verify employment pay for the New York State Retirement Systems
and social security. For year-end payroll the retention per the NYSA ED-1 is "55 years"
(item 1.179.a). For periodic payroll, including detailed information necessary for salary
and time of service verification for retirement and social security purposes, when no year-
end payroll is maintained or year-end payroll does not contain this required detailed
information the retention per the NYSA ED-1 is "55 years" (item 1.179.b).
Personnel - files for employees, volunteers and interns. For a master summary record
from personnel case file, including but not limited to personal information, dates of
employment, job titles, and civil service status the retention per the NYSA ED-1 is
"permanent" (item 1.199.a). For personnel case file materials, except summary
information record, and including, but not limited to application for employment, resume,
report of personnel change, evaluation, certification, civil service examination results,
notice of resignation or termination, and correspondence the retention per the NYSA
ED-1 is "6 years after termination of employment" (item 1.199.b).
For each school district the record series practices and volumes are provided below. The
information is organized by record series. There are also sections on inactive records,
general records management practices and records management issues / concern for each
school district.
9
Board of Education Meeting Minutes
School District Board of Education Meeting Minutes
Stored in fireproof cabinets (1938 - current). The oldest record
Addison dates from 1884 and is stored in inactive storage. These records
are not microfilmed. The minutes are indexed in Word from
2004 forward. Attachments are stored separately and are
considered part of the minutes. The minutes are currently
created on Word. There are 6 cubic feet of attachments (backup
files and 4 cubic feet of meeting minutes.
There are 15 cubic feet of these records some are stored in the
Alfred-Almond school vault and the most recent are stored in the office. These
records date back to 1939 and have been indexed by category
on an index card system. These records have never been
microfilmed.
The Board of Education meeting minutes have been
Avoca microfilmed from 1921 - 2003. The minutes are currently
created in Word and have been indexed in Excel from 2003 -
the current ones. There are 2 cubic feet of minutes stored in the
office. The Agenda files are retained permanently and there are
2 cubic feet of Agenda files maintained in the office. The older
agenda files as the paper copy of the minutes on microfilm are
stored in inactive storage in fireproof cabinets. •
In the office 2 previous years and the current year are retained.
Bradford This is one cubic foot. Attachments to these minutes are also
maintained in the office. Three years of attachments are 2 cubic
feet of records. The oldest meeting minute date back to 1928.
Currently the minutes are created on Word. The minutes have
been indexed for 5 ears and are indexed on File Maker Pro.
The minutes as well as attachments are retained permanently.
Campbell-Savona The oldest minute book dates to 1963. The minutes and
attachments are stored in the office area or office vault. There
are 8 cubic feet of current minutes and attachments stored in the
office area. The older minutes and attachments are filed in the
vault.
The meeting minutes date back to the 1920s. From 1920s-
Corning-Painted Post 2001/2002 school year the minutes are on microfilm. One years
worth of minutes is maintained in the offices (one cubic foot).
At the end of the year the minutes are brought to the record
center and placed in the vault for storage. The minutes are
currently typed in Word. The minutes are indexed in Alpha IV
for all the ears.
Two years worth of meeting minutes are maintained in the
Elmira office of the Clerk. There are two cubic feet of these records in
the office. There are four cubic feet of meeting minutes
maintained in the Business Office. The remaining meeting
10
School District Board of Education Meeting Minutes
minutes are stored in inactive storage. The oldest meeting
minutes date back to 1949. The minutes have been indexed
since 1949. The indices are in books and there is one cubic feet
of the indices. The minutes are created on Word.
Current meeting minutes are stored in the District Office. The
Elmira Heights older minutes are stored in inactive storage and most of the
older minutes have been microfilmed. The minutes have been
indexed from 1998 to current. The index is on Word.
There are 4 cubic feet of the SCT BOCES meeting minutes
GST BOCES dating back to 1968. The Steuben Allegany BOCES has
approximately 7 cubic feet of meeting minutes dating back to
1962.
Fifteen years worth of meeting minutes are maintained in the
Hammondsport Business Office. The remaining years are maintained in
inactive storage. The oldest minute book is from the 1940s.
The Agendas are maintained permanently also because they are
the backup to the minutes.
The meeting minutes are maintained in the Superintendent's
Hornell Office and date back to the 1880s. There are approximately 8
cubic feet of meeting minutes. The minutes are currently
created in Word.
The Business Office maintains the official copy of the meeting
Horseheads minutes in their vault. There are 10 cubic feet of meeting
minutes stored in the vault. The older meeting minutes are
stored in inactive storage. The agendas and attachments to the
meeting minutes are part of the meeting minutes. Currently the
meeting minutes are created on Word.
The oldest meeting minutes date back to the 1830s. The
Jasper-Troupsburg meeting minutes are stored separately from the attachments.
The attachments have been maintained from 1984 to current.
Two years of meeting minutes are maintained in the
Superintendent's office and the remaining minutes are stored in
inactive storage. Currently the meeting minutes are completed
in Word. An index on Excel was created in 1983 and has
continued to be updated to date.
These records are stored in fireproof cabinets. From 1959 to the
Odessa-Montour current are indexed in Access. The attachments are part of the
Board Meeting Minutes. There are 5 cubic feet of these
records. The Board Meeting Minutes are created in Word.
These records are stored in fireproof cabinets and date back to
Prattsburgh 1935. The Board Meeting Minutes in the past have been
indexed on indexed cards and since 2005 are now indexed in
margins on Word. There are 3 cubic feet of these records.
•
Il
School District Board of Education Meeting Minutes •
These records date back to the 1930s. They use to be created in
Spencer Van Etten Word but are now created using Excel. There are 4 cubic feet
of these records
There are 4 cubic feet of these records stored in the District
Watkins Glen Office. The older records are stored in inactive storage. The
Board Meeting Minutes date back to the 1960s. For the last 3
years the Board Meeting Minutes have been created on Word.
Currently the District is scanning and indexing the last 10 years
of the Board Meeting Minutes.
There are 3 cubic feet of the current and most recent prior years
Waverly Board Meeting Minutes stored in the Business Office. The
older Board Meeting Minutes are stored in the Board Room.
There are 5 cubic feet of records stored in the Board Room and
the oldest one dates back to 1871. Attachments have been
saved separate from the Board Meeting Minutes and from
2002/2003 to the current school year 2 cubic feet are stored in
the Business Office. The prior years are stored in inactive
storage. The current minutes are created in Word.
Student Academic / Cumulative Files
School District Student Academic / Cumulative Files
The report cards / grades are generated from Win School. A
Addison copy of the report card is maintained in the file. Attendance and
State Test Performance grades are also on the report cards. Five
years of these records are maintained in the office once students
graduate. When a student leaves the District their file is
maintained in the office until they would have turned age 21
and then are sent to inactive storage. There are 24 cubic feet of
student academic / cumulative files maintained in the offices.
The files are begun in Kindergarten or when the student enters
the school and moved to the middle / high school.
The file folder for the student academic / cumulative files is a
Alfred-Almond pre-printed file folder that begins when the student enters the
District. Types of records maintained in this file are schedule
changes, counselor and parent correspondence, progress reports,
copies of report cards, history of club and class activities, etc.
The elementary school will include an ELA and Math sub
folder in the student cumulative file that provides samples of the
student's work. When a student leaves the District the records
are moved to the next grade level that the student would have
been in. The student's Permanent Record Card and Health
records are also moved up. These records are combined with •
12
® School District Student Academic / Cumulative Files
the student Permanent Record Card. There are 60 cubic feet of
these combined records. Grades and transcripts are generated
from SIS.
The student academic / cumulative files are maintained in
Avoca fireproof cabinets in the offices. There are 18 cubic feet of
records. When a student leaves the district their record is
maintained in the office until the end of the school year and
placed in the student record collection in inactive storage.
When a student graduates from the school their file remains in
the office for one year (3 cubic feet) and is then sent to inactive
storage. The files remain in storage for 7 years and are then
purged. The documents that are retained permanently are the
transcripts, for transfer students the records where they came
from or the District where they went to and any court
documents (i.e. custody issues). The grades are entered and
generated from Win School.
There are 8 cubic feet of active Student Academic / Cumulative
Bradford Files throughout the District. The types of records retained in
the file folder are writing samples, letters to parents, ACT / SAT
scores, results of standardized testing (these testing scores are
also generated on labels and attached to the Permanent Record
Card), copies of final year report card, etc. When a student
graduates from the District or leaves the District their record is
retained in the office until they reach the age of 27. The file is
then destroyed and the only records that remain are the
Permanent Record Card, Student Cumulative Health Card, and
Co of Diploma.
There are 25 cubic feet of active Student Academic /
Campbell-Savona Cumulative files throughout the District. If a student leaves the
District in elementary school their file is moved to the next
building with the class they would be in. In middle and high
school if the student leaves the district their file is maintained in
the office in a separate cabinet from the active records. There
are 18 cubic feet of files for students who have left the District
and students who have graduated. The files are retained in the
office for 6 years and then they are purged of documents that
retention is not required.. The nurse then provides the student's
cumulative health card and it is merged with the cleaned out
student academic / cumulative file and the permanent record
card and laced in the vault for permanent storage.
There are 250 cubic feet of active Student Academic /
Corning-Painted Post Cumulative files throughout the District. If a student leaves the
District at the end of the year the file with the student's
Permanent Record Card and Instructional Folder are sent to
inactive storage and filed b birth date. When the student
13
School District Student Academic / Cumulative Files
reaches the age of 24 the file and Instructional Folder are
destroyed. When a student graduates from the District their file
with their Permanent Record Card and Instructional Folder are
retained at the high school for one year and then sent to storage
where it is filed by date of birth and the file and Instructional
Folder are destroyed when the reach the age of 24.
There are 356 cubic feet of active Student Academic /
Elmira Cumulative files throughout the District. When a student leaves
the District in elementary or middle school their file is sent to
inactive storage. When a student leaves the District in high
school the file is retained with the class they would have
graduated with. When a student graduates the files are placed
in the school storage area and purged in 7 ears.
There are 20 cubic feet of active Student Academic /
Elmira Heights Cumulative files throughout the District. When the student
leaves the District their file is sent to inactive storage. When a
student graduates their file is purged by the guidance counselors
and sent to inactive storage.
Not Applicable
GST BOCES
There are 10 cubic feet of active Student Academic /
Hammondsport Cumulative files maintained in the main offices or guidance
offices. If a student leaves the District prior to gradation the file
is filed in a "student left" collection at each school. There are
12 cubic feet of left student files maintained in the main offices
or guidance offices.
There are 50 cubic feet of active Student Academic /
Hornell Cumulative files maintained in the main office or guidance
offices. When a student leaves the District their file is
maintained until they would have advanced to the next school
building at which time their file is sent to inactive storage.
Their Student Cumulative Health File is filed with their Student
Academic / Cumulative File.
There are 183 cubic feet of active student academic /
Horseheads cumulative files in the main offices or guidance offices. When
a student graduates or leaves the District the Permanent Record
Card and Student Health File with Immunization Report are
combined and sent to inactive storage.
There are 9 cubic feet of active student academic / cumulative
Jasper-Troupsburg files in the offices. The student academic / cumulative file is a
pre-printed file where all the grades and testing scores are
marked. This record serves as the student's Permanent Record
Card. When a student graduates or leaves the District their file
is sent to the District office inactive files and maintained
permanently. Prior to 1987 the health card was incorporated in
14
School District Student Academic / Cumulative Files
the student academic / cumulative file. The files are not purged
and all records are retained permanently.
There are 32 cubic feet of active records. When a student
Odessa-Montour leaves the District or graduates the file is placed in the inactive
collection. There are 21 cubic feet of inactive records
maintained in the middle / high school office which after 10
ears are then sent to inactive storage.
There are 10 cubic feet of active records. When a student
Prattsburgh leaves or graduates form the District their file is place in the
inactive collection and interfiled in alphabetical order. There
are 45 cubic feet of inactive records. These records have never
been purged and are maintained permanently.
There are 40 cubic of active student academic / cumulative files
Spencer Van Etten stored in the main office or guidance offices. When a student
leaves the District before graduating in elementary and middle
school their file is moved up with the grade they would be
attending. In high school for students who have left the
District before graduating the file is interfiled with the inactive
students' academic / cumulative files from 1992 - 2005 A-Z
collection when they would have graduated. Prior to 1999 the
students' academic / cumulative files for students who left the
District in elementary and middle schools were boxed and send
to storage. There are 15 cubic feet of these records in storage.
In the high school guidance office there is a storage room where
the students' academic / cumulative files are segregated into 3
groups. The first one is the most recent graduates or students
who would have graduated with that class. There are 2 cubic
feet of these records. The second group is the students'
academic / cumulative files for the graduating classes of 1992 -
2005. There are 50 cubic feet of these records. The third group
is the records from the graduating classes of 1900 - 1991.
These file folders have been purged and consist of the
transcripts, student cumulative file folder, health record, IEPs
and Elementary grade cards. These files are placed in
alphabetical order and consist of approximately 24 cubic feet of
records. These records have been microfilmed but there is no
microfilm reader printer so the paper is retained and used for
retrieval. The other collections have not been purged of
unnecessary documents nor been microfilmed.
Watkins Glen There are 27 cubic feet of records stored in the main offices or
guidance offices of these records. When a student leaves the
District prior to graduating the records are sent to inactive
storage and then interfiled into a collection of students who
15
School District Student Academic / Cumulative Files
have left the District. The student academic / cumulative files
are destroyed 6 years after the student graduates or would have
graduated from the District. All student information is entered
into SASI.
There are 47 cubic feet of these records maintained in the
Waverly school offices or guidance offices. At the middle and high
school there are also 27 cubic feet of files for students who have
graduated over the last few years. Once the collection of
graduated students becomes full the oldest graduate files are
moved to a storage room across the hall and placed in a
collection of former graduates. There are 32 cubic feet of
records in this storage area. When a student graduates or leaves
the District prior to graduating their PRC and Health
Cumulative Card is placed inside the Student Academic /
Cumulative File. After six years from graduation the files are
purged of documents no longer needed and the documents that
remain permanently are the PRC, Health Cumulative Card,
Copies of the Elementary Grade Report and Transcript. For
students who have left the District in elementary school their
student academic / cumulative files are placed in inactive
storage. If students left the District while attending the middle /
high school their student academic file is maintained in
separate cabinets until they would have graduated and then
placed with the class they would have graduated with. There
are 6 cubic feet of these records stored in the office.
Permanent Record Cards
School District Permanent Record Cards
There are two cards: one for elementary and the other for
Addison middle and senior high students. There are 4 cubic feet of these
records stored in the offices. Five years worth of these records
are maintained in the office once the student graduates. The
Permanent Record Cards are begun in Kindergarten or when the
student enters the District and moved to the middle / high
school, however, a new Permanent Record Card is begun for
students when they reach middle / high school. The oldest
Permanent Record Cards date back to the 1890s and are stored
in inactive storage.
The Permanent Record Card begins in Kindergarten or when the
Alfred-Almond student enters the District. The Permanent Record Card is
maintained in the Student Academic / Cumulative File. Part of
this record series has been microfilmed. The oldest Permanent
Record Cards date back to 1899. There are a total of 60 cubic
16
• School District Permanent Record Cards
feet of these records combined with the Student Academic /
Cumulative File.
The Permanent Record Card begins in Kindergarten or when the
Avoca student enters the District to 12 grade. There is 1 cubic foot of
active Permanent Record Cards stored in the offices. The older
Permanent Record Cards are maintained in storage.
The Permanent Record Card be~ins in Kindergarten or when the
Bradford student enters the District to 12` grade. There is a green
Permanent Record Card for grades K - 6`h and a yellow one for
grades 7`h - 12th . The Permanent Record Cards are filed in the
Student Academic / Cumulative File.
The Permanent Record Cards capture grades from K - 12` .
Campbell-Savona There is 1 cubic foot of active Permanent Record throughout the
District. If the student leaves the District their Permanent
Record Card is moved up to the next school with the class they
would be in. In middle and high school if the student leaves the
District their Permanent Record Card is placed with their
Student Academic / Cumulative file and retained in the office
for 6 years. The same process occurs when a student graduates
from the District.
• The Permanent Record Card begins at 7` grade. The
Corning-Painted Post elementary grades are not included on the Permanent Record
Card. There are 10 cubic feet of active Permanent Record
Cards throughout the District. If the student leaves the District
in middle their Permanent Record Card is sent with their
Academic / Cumulative File, Instructional Folder and Health
Records to inactive storage. When the student graduates their
Permanent Record Card with their Academic / Cumulative File,
Instructional Folder and Health Records are maintained at the
school for one year and then sent to inactive storage.
The elementary schools do not have a Permanent Record Card
Elmira but do place the grades on a sheet that is filed in the Student
Academic / Cumulative file. The Permanent Record is begun in
middle school and continues through high school. Test grades
such as PSAT, SAT, etc scores are placed on the Student
Academic / Cumulative files. There are 15 cubic feet of active
Permanent Record Cards throughout the District. When a
student leaves the District in middle school their Permanent
Record Card is sent to inactive storage. When a student leaves
the District in high school their Permanent Record Card is
retained and placed in a separate file cabinet. There are 2 cubic
feet of these records. At one of the high schools the majority of
the older Permanent Record Cards are retained. In their
basement storage area the Permanent Record Cards from 1940 -
• 1968 are stored. Permanent Record Cards from 1969 -current
17
School District Permanent Record Cards
(20 cubic feet) are in the office.. The Permanent Record Cards
from 1969 - 2001 have been placed on an electronic format and
are accessible on OnBase. The paper record is used to retrieve
these records because the cards have photographs on them and
these images do not print clearly. The other high school
maintains all the grades and test scores as the Permanent
Record.
The Permanent Record Cards at the District are for grades K -
Elmira Heights 12`h. There inactive Permanent Record Cards are stored at the
high school. The oldest graduating class of cards is from 1954.
From 1954 - 1965 there are only Permanent Record Cards
maintained. From 1966 to current the Permanent Record Card
and the Student Academic / Cumulative file containing specific
documents are maintained as the permanent record. All the
Permanent Record Cards, Transcripts and Cumulative Health
Cards have been scanned and are accessible on OnBase. There
are 57 cubic feet of the Permanent Record Cards and files from
the graduating classes of 1954 - 2006. Throughout the District
the active Permanent Record Card is filed with the Student
Academic / Cumulative file.
Not Applicable
GST BOCES •
The Permanent Record Cards are maintained in separate
Hammondsport collections. The oldest collection is for students who graduated
from 1965 to present. Another collection is for students who
left the District without graduating prior to 1985. Since 1989
transcripts have replaced Permanent Record Cards from 8th to
12`h grades. The elementary grades K - 6`h are maintained on
the elementary Permanent Record Card. Currently copies of the
7th grade report cards are placed in the Student Academic /
Cumulative file but not on a Permanent Record Card or
transcript. There are 3 cubic feet of permanent records and
transcripts.
The Permanent Record Card begins in middle school in 7`
Hornell grade. It contains all grades from 7`h - 12`h. Grades from K -
2nd are written on the outside of the Student Academic /
Cumulative File and grades for 3`d - 6`h grades are placed on a
sheet filed in the Student Academic / Cumulative Files. There
is 1 cubic foot of active Permanent Record Cards maintained in
the Guidance Office.
There are 25 cubic feet of active student Permanent Record
Horseheads Cards at the District. When a student graduates or leaves the
District their Permanent Record Card is combined with their
Student Academic / Cumulative file and sent to inactive storage.
•
18
• School District Permanent Record Cards
The Permanent Record Card is the student academic /
Jas er-Trou sbur cumulative file.
There are 6 cubic feet of Permanent Records Cards maintained
Odessa-Montour at the main office. The Permanent Record Cards date back to
the 1950s. The Permanent Record Cards and Student
Cumulative Health Cards were scanned and stored on OnBase
in 2005. The paper records are still maintained.
The Permanent Record Cards contain the grades from K - 12
Prattsburgh grades. There are 2 cubic feet of these active records stored in
the office. There are 5 cubic feet of Permanent Record Cards
stored in inactive storage.
The Permanent Record Cards contain the grades from K - 12
Spencer Van Etten grades. There are 3 cubic feet of active cards and 16 cubic feet
of inactive cards stored in the high school storage room. These
cards date back to the 1900s.
The Permanent Record Cards date back to the 1940s and have
Watkins Glen all been scanned and indexed into a document imaging system,
OnBase. The paper records have also been retained. When a
student graduates the Permanent Record Card is scanned and
placed on the system. There are 5 cubic feet of active student
. Permanent Record Cards in the high school guidance office.
The Permanent Record Card begins in 9m grade. The older
Permanent Record Cards begin in 7`h grade. Currently there are
no Permanent Record Cards for elementary and middle schools.
The Permanent Record Cards for the District begin in 7 grade.
Waverly The elementary grades to not have permanent record cards
instead, copies of their grade reports are maintained in their
student academic / cumulative file permanently. The grades for
students from 7`h to 12`h are entered into SASI as well as being
recorded on the Permanent Record Card. All state and outside
testing scores (i.e. SAT) are recorded in both SASI and on the
Permanent Record Card. There is 1 cubic foot of these records
stored in the guidance office.
Student Health Records
School District Student Health Records
A Student Cumulative Health Card as well as a Student Health
Addison file is maintained on the student from Kindergarten to 12`h
grade. If a student leaves the District their health records are
sent to inactive storage. When a student moves from
elementary to middle / high school their health records are
transferred to the middle / high school. The health information
on the student including immunization, medication, special
19
School District Student Health Records •
needs, physicals, etc. are entered into Win School for the middle
/ high school students. The elementary students' health records
will be entered into Win School sometime in the future. There
are 18 cubic feet of student health records maintained in the
offices.
A Student Cumulative Health Card as well as a Student Health
Alfred-Almond file is maintained on a student from Kindergarten to 12`h grade.
Once a student graduates or leaves the district the Student
Cumulative Health Card is placed with the Student Academic /
Cumulative File. Doctor excuses, parent notes, medicine given,
physicals, etc. are maintained in the Student Health file. There
are 6 cubic feet of active student health records maintained in
the office. None of the student health information is maintained
in SIS.
There is a student health cumulative card and health folder
Avoca maintained on each student. The student health cumulative card
is maintained in the health folder. There are 6 cubic feet of
active student health records maintained in the office. If a
student leaves the district or graduates at the end of the school
year these files are transferred to a cabinet for inactive students'
files. There is 1 cubic foot of the inactive student records stored
in the office. These files are maintained for one year in the •
office and then sent to inactive storage. The records are
retained until the student would reach the age of 30 and then
destroyed. Only the first polio immunization for new students
is laced in Win School.
There is a Student Health Card that is maintained inside the
Bradford Student Health File. The file contains physical forms, notes for
physical education excuses, doctors' notes, etc. There are 5
cubic feet of active student health records maintained in the
nurses' office. When a student leaves or graduates from the
District their student health records are sent to the guidance
office where they are filed inside the student academic /
cumulative files.
There is a Student Cumulative Health Card that is maintained in
Campbell-Savona an envelope that is the Student Health File. There are 12 cubic
feet of these records stored in the nurses' offices. If a student
leaves the district then the health records are maintained and
moved up to the next school with their appropriate class. When
a student graduates form the District their health records are
sent to the guidance office where they are interfiled with the
student academic / cumulative files.
There is both a Student Health File and Student Cumulative
Corning-Painted Post Health Card maintained at the District for each student. When a
student leaves the District the Student Health File and Student •
20
• School District Student Health Records
Cumulative Health Card are sent to inactive storage with their
Permanent Record Card, Academic / Cumulative File and
Instructional Folder. When a student graduates from the
District their Student Health File and Student Cumulative
Health Card are maintained in the office for one year and then
sent to inactive storage with their Permanent Record Card,
Academic / Cumulative File and Instructional Folder. The
student health records are destroyed when the student reaches
the age of 27.
The Student Cumulative Health Card is filed in the Student
Elmira Health file. There are 74 cubic feet of these files maintained in
the nurses' offices. When a student graduates or leaves the
District the Student Cumulative Health record is sent to inactive
storage. In storage there are Student Cumulative Health Cards
that date back to 1971.
The Student Cumulative Health Card is filed in the Student
Elmira Heights Health file. There are 12 cubic feet of these files maintained in
the nurses' offices. The Student Health file contains gym
excuses, sports papers / permission slips, health history,
accident reports and copy of physicals. Immunizations are
entered into SASI. The Student Cumulative Health Cards have
• been placed onto a document imaging system from 1980 to
current. The students who leave the District without graduating
are maintained in the offices for awhile and then either
destroyed or sent to storage There are 8 cubic feet of student
health files for those who have left the District. When a student
graduates the Student Health file is retained for 2 years and then
destroyed. The Student's Cumulative Health Card is sent to
inactive storage.
Not Applicable
GST BOCES
There is a Student Health File for each student that contains
Hammondsport correspondence, doctors' notes, parents' notes, etc. There are
12 cubic feet of active Student Health Files in the nurses'
offices. A Student Cumulative Health Card is also created for
each student. If a student leaves the District their file and card
are sent to inactive storage. When as student graduates their file
and card are maintained in the office for one year and then sent
to storage. The graduates and students who left the district
health file and card are maintained until they reach the age of 30
and then destroyed.
There is a Student Health File for each student that contains
Hornell excuses and absence excuses (20 cubic feet of active files).
There is also a Student Cumulative Health Card for each student
• 4 cubic feet of active cards). When a student graduates or
21
School District Student Health Records •
leaves the District the Student Cumulative Health Card is sent
to the main or guidance offices and placed with the Student
Academic / Cumulative File. The Student Health File is
retained for a few years after the student graduates or would
have graduated from the District.
There are 74 cubic feet of Student Health Files that contain
Horseheads doctors' notes, parents' notes, correspondence, etc. When a
student leaves or graduates their file is sent to the main office or
guidance office at the school and the file is merged with the
academic file and sent to inactive storage. The immunizations,
physical exams, nurses' notes, allergy information on the
student are entered into SAS1. Once the student graduates or
leaves the District their cumulative health records are generated
from SASI and laced in the student's health file.
The Student Cumulative Health Card is filed with the Student
Jasper-Troupsburg Health file which contains the doctors and parents notes,
physicals, etc. There are 8 cubic feet of active health files
stored in the nurses' offices. Students' who graduate and leave
the district are stored in the middle / high school nurse's office
and maintained there permanently. Recently the nurse began
purging some of the older files and destroying all the records
except the Student Cumulative Health Card. •
The Student Health file contains private doctor exams,
Odessa-Montour restriction slips, parents' notes, correspondence, etc. These files
are eventually destroyed once they have met their retention
requirements. There are 12 cubic feet of files maintained in the
office. There are 12 cubic feet of inactive students' records.
Once the students age out and can no longer return to school the
files are sent to storage. There is a Student Cumulative Health
Card for each student. There are 4 cubic feet of active cards
maintained. There is one cubic foot of inactive students'
records who left the district but are still school age. Once these
students would have graduated they are interfiled with the
graduating class and sent to the high school to be interfiled with
the Permanent Record Cards. The immunization records are
entered into SASI.
There is not a Student Health file for each student instead the
Prattsburgh doctors' notes, medical excuses, parents' notes, etc. are filed in
one file and then the nurse periodically interfiles these
documents into the Student Academic / Cumulative files. There
is a Student Cumulative Health Card for each student in the
District. When a student leaves or graduates from the District
their card is maintained in the office. There are 8 cubic feet of
the cards maintained in the office.
•
22
School District Student Health Records
There are 20 cubic feet of active Student Health files
Spencer Van Etten maintained in the nurses' offices. The documents retained in
these files are excuses, doctors' notes, parents' notes, etc.
These files are eventually destroyed years after the student
graduates or would have graduated from the district. The
District also maintains Student Health Cumulative Cards.
There are 3 cubic feet of active Student Health Cumulative
Cards in the nurses' offices. When a student leaves the District
or graduates their Student Health Cumulative Card is sent to the
main office or guidance office and interfiled with the students'
academic / cumulative files and retained permanently.
There are Student Health files maintained in the nurses' offices.
Watkins Glen The documents retained in these files are excuses, doctors'
notes, parents' notes. There are 27 cubic feet of the Student
Health files maintained in the nurses' offices. The Student
Health Cumulative Cards also referred to as the immunization
cards are placed on OnBase with the Permanent Record Cards
once the student graduates. There are 9 cubic feet of active
Student Health Cumulative Cards maintained in the nurses'
offices. SASI is used for immunization records.
There are 17 cubic feet of student health files in the nurses'
Waverly offices throughout the District. Documents that are maintained
in these files include doctors' notes, parents' notes, physicals,
etc. A Student Cumulative Health file is also maintained on
each student. There are 2 cubic feet of active student
cumulative health files maintained in the nurses' offices. At the
middle / high school there are also 6 cubic feet of student health
files of students who have left the District as well as 7 cubic feet
of students health files who have graduated. These files are
retained for 7 years from when the student graduated or would
have graduated and then they are destroyed. When a student
leaves the District or graduates their student cumulative health
card is sent to guidance if they are in middle / high school or if
they are in elementary school their file is sent to the main office
where it is filed with the student academic / cumulative file.
There are 5 years worth of immunization records entered into
SASI.
Student Discipline Records
School District Student Discipline Records
Discipline information is entered into Win School. A file on
Addison each student with discipline records is also maintained. There
• are 15 cubic feet of these records maintained in the office.
23
School District Student Discipline Records •
These records are maintained by the principals and are moved
Alfred-Almond from one school to another. The files are maintained a few
years after graduation or leaving the district and then destroyed.
There is 1 cubic foot of these record maintained in the offices.
The discipline information is not entered into SIS.
The discipline records for the elementary grades are placed in
Avoca the student academic / cumulative file. In the middle / high
school the discipline records are maintained in separate files and
once a student graduates or leaves the district the discipline files
are sent to inactive storage where it is interfiled into the student
academic / cumulative file. There are 2 cubic feet of discipline
files maintained in the middle / high school office. All
discipline information is entered into Win School
There are 2 cubic feet of student discipline files for the District.
Bradford The discipline information is also entered into Win School. A
new file is created annually and the old file is sent to inactive
storage and maintained for 6 ears and then destroyed.
There are 7 cubic feet of active student discipline files
Campbell-Savona throughout the District. The files are moved from school with
the student. If the student leaves the District the file is moved
with the class the student would be with. When a student
graduates from the District or the year the student would have •
graduated from the District their discipline files are destroyed.
The discipline files for students are moved up with the student
Corning-Painted Post throughout their school career within the District. There are 36
cubic feet of active student discipline files throughout the
District. The discipline information is entered into SASI.
The schools maintain the student discipline files differently. In
Elmira the elementary schools some schools maintain a copy of the
discipline slip in a notebook and another copy is placed in the
student's academic / cumulative file. Some elementary schools
maintain separate discipline files on the students. Some of the
elementary schools move the files to the middle schools and
some do not. The elementary discipline files or notebooks that
are not sent to the middle school are maintained in the
elementary school for a few years and then destroyed. The
elementary schools place a copy of the discipline slip in the
student's academic / cumulative file. The middle schools either
inherit or create a student discipline file. These files from the
middles schools are moved to the high schools. The high
school maintains the file until the student graduates or leaves
and then places the file in storage at their buildings. These files
are not destroyed. There are 80 cubic feet of active student
discipline files throughout the District. The discipline
information is entered into SASI
24
• School District Student Disci line Records
There are 4 cubic feet of active student discipline files. Each
Elmira Heights school starts their own file and when the student leaves the
school the file is sent to inactive storage. The discipline
information is entered into SASI.
Not Applicable
GST BOCES
There are 3 cubic feet of discipline files maintained in the
Hammondsport offices. When a student moves to the next school the file is also
sent to the school within the District. When a student graduates
or leaves the District their discipline file is interfiled with their
Student Academic / Cumulative file and is sent to inactive
storage. The discipline information is entered into E-School.
The discipline records are maintained as part of the student's
Hornell academic / cumulative file for all the grades. The discipline
information is entered into E-School.
The schools within the District process the discipline files
Horseheads differently. Some schools maintain files other do not. Some
schools enter the information into SASI others do not. Some
schools move their discipline files to the next school building
others do not. There are 24 cubic feet of active discipline
records. When a student graduates or leaves the District their
discipline file is sent to inactive storage and destroyed in 7
ears.
The student discipline files begin in the middle / high school
Jasper-Troupsburg and are placed in storage once the student graduates or leaves
the District. The discipline information is not entered into
SASI.
The discipline files for the elementary grades (K - 2) maintain
Odessa-Montour these records in a binder for the year, then retain the records for
7 years in the building storage and then destroys the record. For
the elementary school for grades 3 - 5 the records are
maintained in the main office. These records are retained for
one year and then destroyed. For the middle / high school the
discipline records are maintained with the attendance records.
Once the students graduate or would have graduated the
discipline files are maintained for 6 years and then destroyed.
There are 4 cubic feet of active discipline files and 8 cubic feet
of inactive records.
The discipline documents are maintained in the Student
Prattsburgh Academic / Cumulative files except for special cases where a
separate file is created and the Principal maintains these files (I
cubic foot). The discipline issues are entered into Win School.
These files are interfiled into the students' academic /
Spencer Van Etten cumulative files and then destroyed once the student graduates
• or would have graduated from the District.
25
School District Student Disci line Records •
There are 6 cubic feet of discipline files in the middle and high
Watkins Glen school offices. These records are destroyed once the student
leaves the District or graduates. The discipline records are
entered into SASI. The elementary school does not retain
discipline records.
In the elementary schools the discipline files are maintained for
Waverly the length of the students' stay at the school and then either
destroyed or placed in storage. At the elementary schools there
are approximately 4 cubic feet of discipline files in the
principals' offices. The only information that is entered into
SASI regarding discipline in the elementary files is ifa student
is suspended. At the middle / high school there are 2 copies of
the discipline files retained. The official file is maintained in
the assistant principal's office. There are 9 cubic feet of these
records. A copy is also retained with the daily excuses by the
main office. There are 12 cubic feet of these records. The copy
that is maintained with the daily excused is destroyed once they
graduate or would have graduated. The official copy is retained
until they reach the age of 21 and then destroyed. For the
official copy, if a student leaves the district their file is placed in
a separate drawer and retained until they reach the age of 21.
There are 18 cubic feet of these files. The discipline record is
entered into SASI.
Student Special Education (CSE) Files
School District Student S ecial Education CSE Files
There are 18 cubic feet of active files and 30 cubic feet of
Addison inactive records stored in the office. The files are retained in
the office until the student attains age 21 and then are sent to
inactive storage. The student name and date of birth is on the
file folder label. Clear Track 200 is used as the Special
Education students stem.
There are 6 cubic feet of active records stored in the office.
Alfred-Almond Once a student graduates or for students who left the district and
would have graduated the files are maintained in the office for a
few years. There are 4 cubic feet of inactive records in the
office. There are 50 cubic feet of inactive records stored in
inactive storage. These records date back to 1975 and have
never been purged. The system the special education student
information is entered into is Clear Track 200.
26
• School District Student Special Education CSE Files
There are 6 cubic feet of these files maintained in fireproof
Avoca cabinets in the office. When a student leaves the district or
graduates the file is sent to inactive storage. The files have
never been purged. The CSE information is maintained in Clear
Track 200.
There are 12 cubic feet of active student CSE files maintained
Bradford in the office. When a student graduates or leaves the District
their file is held until the end of the school year and the
transferred to inactive storage. The file is maintained until the
student reaches the age of 27 and then the file is destroyed
except for the last IEP and last psychological report. These
records are maintained permanently.
There are 18 cubic feet of active CSE student files. The most
Campbell-Savona recent graduates' files are stored in the CSE office (15 cubic
feet). The CSE office has their own storage area and maintains
the CSE student files dating back to the 1950s.
There are 55 cubic feet of active CSE student files located in the
Corning-Painted Post CSE office. When a student leaves the District or graduates
from the District their CSE file is sent to inactive storage, filed
b date of birth and destroyed when the reach the age of 27.
There are 106 cubic feet of active CSE student files maintained
Elmira in the CSE office. When a student graduates or leaves the
District their CSE student file is sent to inactive storage where
they are maintained until the student reaches the age of 28 and
then the are destroyed.
There are 10 cubic feet of active CSE student files maintained
Elmira Heights in the CSE office. For all students born in 1986 to current who
have left the District, their CSE student files are also maintained
in the CSE office. There are 12 cubic feet of these records. For
students born prior to 1986 their CSE student file is maintained
in inactive storage. The older records have been placed on an
electronic format (CDs) The records that were maintained are
the IEPs, Function Behavior Plans and Student Behavior Plans.
Not Applicable
GST BOCES
There are 12 cubic feet of active CSE student files maintained
Hammondsport in the CSE office. When the student graduates or leaves the
District their CSE file is sent to inactive storage and filed by
date of birth. The inactive files are maintained permanently and
date back to the 1950s.
There are 18 cubic feet of active CSE student files maintained
Hornell in the CSE office. When a student graduates or leaves the
Districts the records are maintained in the office for a few years
and then sent to inactive storage where the file is permanently
. retained.
27
School District Student S ecial Education CSE Files
There are 30 cubic feet of active CSE student files maintained
Horseheads in the CSE office as well as 60 cubic feet of these files of
students who left the district or graduated from the district.
These files are maintained in the office until the student reaches
the age of 21 and then are boxed and sent to inactive storage.
There are 12 cubic feet of active CSE files stored in the office.
Jasper-Troupsburg Once a student graduates or leaves the records are maintained in
the office for a few years and then sent to inactive storage and
retained permanently. The files are not purged.
There are 12 cubic feet of active CSE files and 24 cubic feet of
Odessa-Montour inactive CSE files maintained in the office. The inactive
collection is 6 years worth of graduates or students who have
left who would have graduated. After 6 years in the office the
inactive records are moved to storage where they are retained
permanently.
There are 14 cubic feet of active CSE files stored in the office.
Prattsburgh The inactive files are stored with the inactive student academic /
cumulative file collection. These files are not purged and are
maintained permanently.
There are 8 cubic feet of active files stored in the office and 14
Spencer Van Etten cubic feet of inactive records stored in inactive storage. The
inactive records date from the 1970s. Once the student who
graduates or would have graduated reaches the age of 27 their
file is purged and the most recent IEP and most recent
psychological exam is maintained permanently.
There are 30 cubic feet of active Special Education (CSE Files)
Watkins Glen and 6 cubic feet of files for students who have left the District
maintained in the CSE Office. Once the student graduates the
records are sent to inactive storage. There are 24 cubic feet of
inactive Special Education (CSE) files that date back to 1984.
The information system used for the student CSE files is Clear
Track 200.
There are 9 cubic feet of inactive student files stored in the
Waverly office. There is one cubic foot box of recent inactive students
stored in the office. In inactive storage there are approximately
150 cubic feet of students who have left or graduated. Some
purging has taken place with the inactive students but it is not
consistent and at a minimum the last IEP and last psychological
evaluation is retained. The system that is used for the CSE
student information is Clear Track 200
•
28
i Payroll
School District Pa roll
The payroll is generated from Win Cap and payroll information
Addison can be searched from 2002 to current on the system. The
payrolls from the 1960s and 1970s are on microfilm. The
school does not have a reader/printer to access the microfilm so
when access to these records is needed the rolls are taken to the
public library in Corning where they are viewed and printed on
the library's reader/printer. For some of the payroll reports the
paper record also remains, for some records there is only the
microfilm record. These are 25 cubic feet of payroll records at
the District.
Some of the older payroll records have been microfilmed. The
Alfred-Almond paper records have not been destroyed. The system that is used
to enter the payroll and generate the records is Finance
Manager. There are 40 cubic feet of these records maintained at
the District.
The Earning Reports and Substitute Files are maintained in
Avoca paper, microfilm and on CD. There are approximately 40 cubic
feet of payroll records (both active and inactive). The current
system used as of January I, 2007 is Finance Manager. The
formers stem used was FAME.
The current year of payroll reports is maintained in the Business
Bradford Office. There are approximately 2 binders of reports created
annually (1 cubic foot). The older payroll reports are stored in
inactive storage. There are 45 cubic feet of these reports. The
system that the payroll is entered into is Infomatics. There are 5
ears worth of payroll in Infomatics.
The Earnings Report date back to the 1940s. There are 50 cubic
Campbell-Savona feet of payroll earning reports at the District. The current year
is stored in the business office (1 cubic foot) and the remaining
are stored in the vault. WinCap is the system the payroll is
generated from since January 2007. The former system used
was FAME. FAME will be available to search prior payroll
records fora year.
The Earning Reports from 2000/2001 and prior are on
Corning-Painted Post microfilm. The payroll reports from 2001/2002 to current are
on paper. There are 15 cubic feet of payroll reports in inactive
storage. Six years of payroll reports remain on FAME. The
District is currently discussing outputting the payroll reports
onto COM. The paper records for the payroll reports that were
microfilmed have been destroyed.
The payroll reports from the 1970s to current have been
Elmira digitized and are on OnBase. The paper records have not been
destroyed and are maintained in inactive storage. Currently the
29
School District Payroll
•
payroll reports are converted to OnBase through COM/ERM.
All the payroll reports have been digitized and are on OnBase.
Elmira Heights The paper record is maintained in inactive records storage.
Currently the payroll reports are converted from MUNIS to
OnBase through COM/ERM. The payroll is currently
processed at the CBO.
GST BOCES payroll records that are not part of the current
GST BOCES document imaging system on OnBase are the reports inherited
from Steuben Allegany BOCES. There are 25 cubic feet of
payroll records in paper medium from the years 1963 - 1968,
1990 - 1991 and 1999 - 2006. All other payroll records are
either microfilmed or have been converted to the GST BOCES
ima in system.
The District has used an outside vendor Complete Payroll
Hammondsport Processing (CPP) since 1995 to process their payroll. They
have always sent reports on paper to the District at the end of
the school year. Currently they are sending the information on
CD as well as in paper. There are I 1 cubic feet of reports since
1995 to current. The older reports date back to 1971 and total
25 cubic feet.
The District uses Finance Manager and generates the payroll
Hornell reports from this system. The reports are maintained on paper.
There are approximately 55 cubic feet of these reports in
inactive storage or the Business Office
All the payroll reports have been digitized and are on OnBase.
Horseheads The paper record is maintained in inactive records storage.
Currently the payroll reports are converted from MUNIS to
OnBase through COM/ERM. The payroll is currently being
processed at the CBO
Three years of the payroll reports are maintained in the
Jasper-Troupsburg Business Office (6 cubic feet). The older payroll reports are
placed in inactive storage. Some of these records are on
microfilm but the paper has been retained. There are
approximately 40 cubic feet of payroll reports in inactive
storage.
The payroll reports from 1954/1955 to 2000/2001 are on
Odessa-Montour microfilm and the paper records have been destroyed. The
payroll reports from 2001/2002 - 2003/2004 (3 cubic feet) are
stored in the District Office. The payroll reports from
2004/2005 to current (3 cubic feet) are with the CBO (Central
Business Office).
The Retained Earnings reports are the payroll reports retained
Prattsburgh by the District. Two years worth or reports are retained in the
Business Office (2 cubic feet). There are 40 cubic feet of the
_payroll reports in storage.
•
30
• School District Payroll
All the payroll reports have been digitized and are on OnBase.
Spencer Van Etten The paper record is maintained in inactive records storage.
Currently the payroll reports are converted from MUNIS to
OnBase through COM/ERM. The payroll is currently
processed at the CBO.
All the payroll reports have been digitized and are on OnBase.
Watkins Glen The paper record is maintained in inactive records storage.
Currently the payroll reports are converted from MUNIS to
OnBase through COM/ERM. The payroll is currently
processed at the CBO.
The payroll reports from 1995/1996 to current have been
Waverly digitized and are on OnBase. The paper record is maintained in
inactive records storage. Payroll reports from prior to
1995/1996 are on microfilm. The paper records have been
maintained on the microfilm. Currently the payroll reports are
converted from MUNIS to OnBase through COM/ERM.
Personnel
• School District Personnel
There are personnel files where application, evaluations and
Addison certifications are maintained. There are 12 cubic feet of these
records maintained in the office. There are also payroll
personnel files where all records regarding pay, benefits,
retirement, insurance, direct deposits, etc. that are maintained.
There are 6 cubic feet of these records retained in the office.
Personnel files both active and most inactive are maintained in
Alfred-Almond the office. There are 4 cubic feet of these records in the office.
There are 6 cubic feet of older inactive personnel files dating
back to the 1970s stored in inactive storage.
The personnel records are segregated between teachers and non
Avoca instructional staff. There are sections in the teachers file that
include professional development, personnel, education and
performance reviews. There are 5 cubic feet of records stored
in the office. Personnel information is stored in an Access
database.
There are 10 cubic feet of active personnel files. The personnel
Bradford file consists of application, payroll information, evaluations,
continuing education, courses, absentees and benefits. The
personnel files collections are segregated into employees and
substitutes.
The personnel files maintained are for teachers and they contain
Campbell-Savona documents with their credentials and credit hours. Files for
substitutes are maintained and contain copies of credentials and
31
School District Personnel •
fingerprinting paperwork. There are 4 cubic feet of the teacher
and substitute personnel files. The teachers' credit hours are
entered and tracked in FAME. All employees have a payroll
personnel file which includes all paperwork related to their pay.
This information is entered into Win Cap. When an employee
leaves the District their personnel and payroll personnel file is
merged and sent to the vault for storage.
There are 36 cubic feet of active personnel files. When an
Coming-Painted Post employee leaves the District their file is sent to inactive storage.
The files from 2000/2001 school year and back have been
microfilmed and the paper co destroyed.
There are 52 cubic feet of active personnel files that are
Elmira segregated into Instructional, Non-Instructional, Substitutes and
Medical Records. The I-9s are maintained separately. When an
employee leaves the District at the end of the school year the
file is sent to inactive storage. The personnel files are destroyed
7 ears after the employee leaves the District.
There are 11 cubic feet of active personnel files at the District.
Elmira Heights The files are segregated by permanent employees and substitute
employees. The documents contained in a file are the
applications, resume, transcript, letters, etc. When an employee
or substitute leaves the District their personnel file remains in .
the office fora year and then is sent to inactive storage.
There are 52 cubic feet of active personnel files at GST
GST BOCES BOCES. There are also 108 cubic feet of inactive personnel
records stored in the basement and basement hallway at GST
BOCES.
There are personnel files and personnel permanent record cards
Hammondsport maintained on employees at the District. The personnel
permanent record card is filed inside the personnel file. In the
office there are 6 cubic feet of active personnel files and 6 cubic
feet of inactive personnel files maintained in the office.
There are 16 cubic feet of active personnel files at the District.
Hornell When an employee leaves the District their personnel file is sent
to inactive storage where it remains permanently.
There are 34 cubic feet of active personnel files at the District.
Horseheads The personnel files are segregated into 3 categories by teachers
and administrators, non-instructional and substitutes. When an
employee leaves the District their personnel file remains in the
office (2 cubic feet) and then sent to inactive storage. The
records are retained for 5 years in storage and then they are
microfilmed. Once microfilmed the paper co is destroyed.
There are 4 cubic feet of active personnel files stored in the
Jasper-Troupsburg office. The personnel files are segregated into Support Staff
and Professional Staff. When an employee leaves the District
32
• School District Personnel
their file is sent to inactive storage.
There are 10 cubic feet of active personnel files and 5 cubic feet
Odessa-Montour of inactive personnel files stored in the office. The personnel
files are segregated by Non-Teaching, Teaching and Inactive
employees. The inactive personnel files are retained in the
office for one year and then sent to storage. The personnel
records have never been destroyed. The personnel records from
1968 - 2001 were microfilmed and the paper records were not
destroyed.
There are 3 cubic feet of active personnel files in the District.
Prattsburgh The personnel files are divided into 4 sections: Personnel,
Payroll, Training, Observations. When an employee leaves the
District their personnel file is stored in the Treasurer's office.
The personnel files are never destroyed.
There are 6 cubic feet of active personnel files and 24 cubic feet
Spencer Van Etten of inactive personnel files stored in the District office. These
records are never destroyed.
There are 8 cubic feet of active personnel files and 6 cubic feet
Watkins Glen of inactive personnel files stored in the District office. These
records are eventually destroyed but are retained longer than the
recommended 6 ears.
There are 26 cubic feet of active personnel files stored in the
Waverly District and Business offices. The personnel files are
segregated by instructional and non-instructional staff. When
an employee leaves the District their file is sent to inactive
storage. An Access database is used to track sick and personnel
vacation time for employees.
Inactive Records
School District Inactive Records
The inactive storage area for the District is located in the
Addison Business Office. There is a listing of the boxes on Word. The
boxes are numbered with a unique number. The boxes are
stored on shelving. There is no fire suppression system. There
is heat in the storage room. Records are stored in boxes of
varying sizes and cabinets.
The District has 3 storage areas. Guidance (student academic /
Alfred-Almond cumulative files, permanent record cards and student
cumulative health cards) and payroll records are stored
separately from the other inactive record collections. These
records are stored in Guidance storage. All the storage areas
have shelves and the boxes are numbered with a unique
identifier. One of the storage areas is the vault. The Business
33
School District Inactive Records
Office has storage. Records are stored in both boxes and
cabinets in these storage areas. There is not enough shelving in
the storage areas so some records are stored on the floor. The
storage areas are not temperature controlled.
All the inactive records are stored in one storage area. The
Avoca oldest record maintained in the inactive storage area is from
1895. The records are stored in 1 cubic foot boxes (identified
with a unique number) on shelves and permanent or long-term
retention records are stored in fireproof cabinets. The storage
area is a controlled environment with appropriate HVAC and
fire controls. There is an Access database where the box
information is maintained.
There is one inactive records storage area. The storage area has
Bradford metal shelving, fire suppression and fire proof door. There are
no temperature controls. One cubic foot boxes are used and a
unique identifier is used for each box. There is adequate room
for growth. A list of what has been destroyed is created
annually when boxes eligible for destruction are destroyed. The
oldest record stored in the inactive storage area dates to the
earl 1900s.
There are several inactive records storage areas throughout the
Campbell-Savona District. There are 3 rooms of blueprints. Most boxes used are
different sizes. There are no fire suppression or temperature
controls in the storage areas. The oldest record stored in the
storage areas dates back to 1930. The storage areas are not
organized there is no inventory or system used for these areas.
Destruction certificates are not created when records are
destroyed.
There are multiple storage locations located at the District
Corning-Painted Post offices on the first, second and third floors. All the rooms have
shelving and the areas where archival material is stored and
records that are permanent and have long term retention
requirements do have a fire suppression system, temperature
controls and an alarm system. The oldest record stored at the
District dates back to 1894. The boxes are identified with a
unique identifier. Destruction certificates are used when
records are destroyed. There are other records storage locations
at the schools in the District. These areas do not store
permanent or long-term records retention requirements.
There are 2 official records storage areas. One where the
Elmira student records are stored and another where business and
district records are stored. There are other storage areas
throughout the District. Each school has storage of records in
closets and basements. The storage areas have metal shelves
and use one cubic foot boxes or store records in cabinets. The
34
• School District Inactive Records
boxes do not have a unique identifier. There is no database
system. There are sprinklers in one room but no temperature
controls in either room. The oldest record in storage dates back
to the 1800s. A listing of records that are destroyed is not
always created.
There is a central inactive records storage area at the District
Elmira Heights where the Business, District and most school records are stored.
All the student permanent records are stored at the high school.
The oldest record stored at the inactive storage location dates
back to the early 1900s. The inactive storage room has a fire
suppression and alarm systems. There are steel shelves, records
are in one cubic foot boxes, there are no temperature controls in
the room and they are currently implementing an inactive
records database.
GST BOCES There are multiple inactive storage locations throughout the
GST BOCES campuses.
There are 4 areas where records are stored in the District. The
Hammondsport main area is in the basement of one of the schools. None of the
areas have fire suppression or alarm systems. There is no
temperature control in these areas. The records are stored in
cabinets and different sized boxes stored on the floor or on
wood shelves. The NYSA Records Retention and Disposition
Schedule being used was dated from 1988. The oldest record in
storage dates back to 1928. When records are destroyed they
are listed on a Destruction Certificate.
There is one location for the storage of inactive records at the
Hornell District. There is steel shelving for the one cubic foot boxes.
There are no temperature controls or fire suppression and alarm
systems in the inactive records room. The oldest record
maintained in the inactive storage room dates back to the 1920s.
Destruction Certificates are used when records are destroyed.
There are multiple inactive records storage areas at the District.
Horseheads There is one main area that has steel shelving and is in a caged
area. Various size boxes are used for records storage. The
boxes do not have a unique identifier. None of the areas where
the records are stored have fires suppression systems, alarm
systems or environmental controls. When records are destroyed
the are listed on a Records Destruction Certificate.
There are 2 inactive storage locations within the District. The
Jasper-Troupsburg storage areas have heat. There are no fire suppression or alarm
systems in these rooms. The records are filed generally in
cabinets. Boxes that are used vary in size and are stored on
steel shelves. When records are destroyed they are not listed on
records destruction certificates.
35
School District Inactive Records •
There is one central inactive records storage center at the
Odessa-Montour District. There are water detectors in the room because there
are pipes overhead. The temperature remains the same most of
the time. Destruction Certificates are used when records are
destroyed.
The District has one room designated for inactive records
Prattsburgh storage. The inactive records storage area is heated and air-
conditioned. There are no fire suppression or alarm systems.
This area is becoming full and within a year or two may be at
capacity. A hand written log is used to track the boxes. Unique
identifiers are laced on the boxes.
There are 3 storage areas within the District. The records are
Spencer Van Etten mostly stored in cabinets but one cubic foot boxes are also used.
None of the storage areas provide ideal environmental
conditions. When destruction of records takes place a
destruction certificate is not created.
Currently the District is involved in a project of merging their
Watkins Glen inactive storage facility with Schuyler County. The new facility
will have a fire suppression and alarm system, temperature
controls, steel shelving and a tracking system. The District does
not create destruction certificates when they destroy records, •
however, they will be doing this when they share a facility with
the County.
There is a main inactive records storage area in the basement of
Waverly the Business / District offices. There are steel shelves and one
cubic foot boxes used. There are no environmental protection
controls or systems such as fire suppression or alarms. There
are no temperature controls in this area. When records are
destroyed the destruction is not documented.
Records Management Program
School District Records Management Pro ram
Have records management policies and procedures but have not
Addison been updated in a long time and are not currently used. The
District does not have a Disaster Recovery Plan for records but
does perform nightly backups of systems. There is a policy for
computer use and recently implemented a policy for e-mail use.
When records are destroyed a destruction certificate is created
with approval signatures.
The District has policies and procedures but they have not been
Alfred-Almond updated in a long time. There is a computer use policy but no e-
mail policy. There is no Disaster Recovery Plan for the records.
Records have not been destroyed in the recent past and when
the were destroyed destruction certificates were not used. •
36
• School District Records Mana ement Pro ram
There are some records management policies and procedures.
Avoca The District has a computer use and intemet police. There is no
official e-mail policy but e-mail retention is maintained by
WNYRIC. There is not a Disaster Recover Plan for records.
There are some records management policies and procedures.
Bradford The District has a computer and internet acceptable use policy.
There is no official e-mail policy regarding retention and use of
e-mail. There is not a Disaster Recovery Plan for records.
There are some records management policies and procedures.
Campbell-Savona The District has an acceptable use policy for the computer and
internet. There is no e-mail policy. There is not a Disaster
Recover Plan for records.
There are some record management policies and procedures.
Corning-Painted Post The District has an acceptable use policy for computer and
internet. There is no e-mail policy at the District. There is not a
Disaster Recover plan for records.
There are some records management policies and procedures
Elmira but they have not been updated recently. The District has a
computer and internet use policy. There is no e-mail policy for
e-mail use and retention. The District does not have a Disaster
Recover Plan for records.
There are records management policies but not procedures.
Elmira Heights The policies that do exist need to be updated. The District has a
computer and internet use policy. There is an e-mail policy but
the retention of e-mail is not addressed. The District does not
have a Disaster Recovery Plan for records.
There are no written records management policies and
GST BOCES procedures. GST BOCES does have a computer and intemet
use policy. They are currently working on security related to e-
mail and other electronic records issues but do not have a
written policy. There is no disaster recover plan for records.
There is a records management policy at the district however
Hammondsport there are no procedures. There is an intemet / computer use
policy at the District. There is not a Disaster Recovery Plan for
records.
The District has a few policies and procedures for their records.
Hornell There is an internet policy at the District. There is no e-mail or
electronic records procedures and policies at the District. The
District does not have a Disaster Recover Plan for records.
The District has records management policies and procedures.
Horseheads There are also acceptable use policies for computers, email and
the intemet. The District provides their employees with
guidelines on e-mail communications. There is no direction
provided on the retention of e-mail. The District does not have
0 a Disaster Recover Plan for their records.
37
School District Records Management Pro ram
There is a records management policy on retention but no
Jasper-Troupsburg procedures. There are no policies or procedures on e-mail or
electronic records. The District does not have a Disaster
Recover Plan for records.
The District has some records management policies and
Odessa-Montour procedures. There are no policies or procedures regarding e-
mail however there are polices regarding the use of the internet
and computers. The District does not have a Disaster Recovery
Plan for their records.
The District does not have written records management policies
Prattsburgh and procedures. There is not a procedure on the use and
retention of e-mail or electronic records. There District does
not have a Disaster Recover Plan for their records.
The District has outdated records management policies and
Spencer Van Etten procedures. There are no procedures or guidelines on the
retention and use of e-mail and other electronic records. The
District does not have a Disaster Recovery Plan for their
records.
The District does not have records management policies and
Watkins Glen procedures. There is not a procedure for the retention and use
of e-mail and other electronic records. The District does not
have a Disaster Recover Plan for their records. .
The District does not have records management policies and
Waverly procedures. There is a internet and computer use policy. There
is not a procedure for the retention and use of e-mail and other
electronic records. The District does not have a Disaster
Recover Plan for their records.
Records Systems
School District Minutes Student Health CSE Payroll Personnel Inactive
Addison Word Win Win Clear Win Cap None Word
School School Track
200
Alfred-Almond Word SIS None Clear Finance None Word List
Track Manager ofrecords
200 in Vault
only
Avoca Word Win Win Clear Finance Access Access
School School Track Manager
(only for 200 •
38
• School District Minutes Student Health CSE Payroll Personnel Inactive
some)
Bradford Word Win None Clear Infomatics None File
Indexed School Track Maker Pro
on File 200
Maker
Pro
Campbell- Word SIS SIS IEP Win Cap FAME None
Savona No Direct Win Cap
Index
Corning- Word SASI SASI IEP FAME Alpha IV Alpha IV
Painted Post Indexed Direct
in Alpha
IV
Elmira Word SASI SASI Clear MUNIS None None
Indexed Electronic Track Electronic
in Word - OnBase 200 - OnBase
Elmira Heights Word SASI SASI Clear MUNIS MUNIS Currently
Indexed Electronic Electronic Track Electronic installing
in Word - OnBase - OnBase 200 - OnBase a database
GST BOCES Word N/A N/A N/A WinCap Access Lists
No
Index
Hammondsport Word E-School E-School IEP None - None None
No Direct Outsource
Index payroll
rocessin
Hornell Word E-School E-School Clear Finance Will be Access
No Track Manager part of
Index 200 E-School
in the
future
Horseheads Word SASI SASI IEP MUNIS Access None
No Direct Electronic MUNIS
Index OnBase
39
School District Minutes Student Health CSE Payroll Personnel Inactive •
Jasper- Word SASI SASI Not Infomatics None None
Troupsburg Indexin Given
Excel
Odessa- Word SASI SASI Clear MUNIS None None
Montour Indexin Electronic Electronic Track
Access - OnBase - OnBase 200
for PRC for Health
Card
Prattsburgh Excel Win None IEP WinCap Access Have
School Direct WinCap written
log only
Spencer Van Word SASI None File MUNIS None Word
Etten Index on Maker Electronic
Cards Pro - OnBase
and now
in Word
Watkins Glen Word SASI SASI Clear MUNIS None None
Track Electronic
200 - OnBase
Waverly Word SASI SAS] Clear MUNIS Access Access
Track Electronic
200 - OnBase
Records Management Issues / Concerns
School District Records Management Issues / Concerns
Staff needs to be trained on properly sending records to inactive
Addison storage and understanding the retention schedule ED-l.
Would like to eliminate the need to store records and improve
access to records by placing the records in an electronic format
and eliminating the paper.
Currently reviewing the option of having the student academic /
Alfred-Almond cumulative files, Permanent Record Cards, Student Health
Records, Special Education (CSE) files, Board of Education
Meeting Minutes, Payroll and Personnel digitized by Erie 1
BOCES / WNYRIC.
Would like direction on the purging of records and records
retention. .
40
• School District Records Management Issues / Concerns
None
Avoca
None
Bradford
Would like standardized methods in organizing records and
Campbell-Savona storing records.
Would like to reduce the need for storage space by converting
the records to another medium i.e. digitizing records
Would like to reduce the need for additional space to store
Corning-Painted Post records through digitizing records.
Need to create and implement a Disaster Recovery Plan for
records and systems.
Concerned with the use of Alpha IV for inactive records and
minutes. This is DOS based software and is no longer
supported. Some of the meeting minutes index from the 1920s
were damaged and not able to be restored in the Alpha IV
system.
Need a database to organize records in the inactive storage
Elmira areas. Have used document imaging for some applications but
would like to implement additional applications to reduce the
• need for records storage.
Would like records management training.
Need procedures and manual for storage and retrieval of
Elmira Heights inactive records.
Concerned with properly merging the records inherited from the
GST BOCES Steuben Allegany BOCES and managing the additional volume
so that access to the inactive records is quick and convenient.
Hammondsport Would like to have one storage location for inactive records
storage.
Need training in records management.
Would like to address storage and retrieval needs with digitizing
Hornell records.
Would like to have improved storage for the inactive records
Horseheads and improved retrieval.
Need to have records digitized to provide improved access.
Would like to have improved storage and access to inactive
Jas er-Trou sbur records through changing records medium to electronic.
Would like to have an electronic Permanent Record Card.
Odessa-Montour Would like to have the records services regionalized through
BOCES as other services for school district.
Eliminating duplication with entering data into different
Prattsburgh databases. Would like databases to be able to transfer data to
each other.
41
School District Records Management Issues / Concerns •
There is insufficient protection of the District's archival and
Spencer Van Etten historical records.
District does not follow the NYSA ED-1 guidelines strictly
which causes storage issues.
There has been reduction of clerical staff and maintaining the
appropriate records management processes and procedures has
been impossible with less staff.
Currently working on inactive records storage project which
Watkins Glen will improve the current storage conditions and processes.
Need improved methods for organizing records.
Waverly Would like records management training to be given to the
District.
•
•
42
• Findings
What follows are findings with the current records management program for the school
districts based on interviews with staff and reviews of current procedures. The findings
that are mentioned affect the majority of school districts and in some instance all school
districts.
1. The difficulties with the management of the storage of records both active and
inactive are a common finding for the school districts. Managing paper
records has proven to be a time consuming, labor intensive and expensive task
that does not receive adequate attention or designated sufficient space for the
proper management and storage of records.
2. Access and retrieval of records is an issue for most of the school districts.
Reasons for these difficulties are large volume of records that are poorly
managed and organized, no staff to maintain proper records management
systems, untrained staff on effective and efficient records management
methods, the official records are in paper medium which requires more work
to maintain in an accessible and convenient method and lack of funds to
support records management.
• 3. Within school districts there is a lack of standard methods for managing
records throughout their lifecycle. Different schools create, maintain, store
and dispose of records differently than other schools within the same District.
An example is discipline records. Within the same district one elementary
school will create files and move them to the middle school when the student
moves and another elementary school will not create discipline files at all and
yet another school will create the discipline file but not move it to the middle
school with the student.
4. School districts are uncertain on how long to retain records and therefore
retain records longer than is necessary or do not retain records long enough.
One school district was using an outdated New York State Records Retention
and Disposition Schedule for School Districts that provided the guidelines of
maintaining permanent records cards for 60 years. This school district
erroneously destroyed all permanent record cards prior to 1929. The records
that were destroyed dated from the 1880s to 1928. Another issue that has
arisen is that school districts who follow the NYSA ED-I guidelines for
immunization records and destroy the records when the student reaches the
age of 27 have received complaints from the public that the neighboring
school district retains these records permanently. The public does not
understand why school districts follow different rules for retaining records and
find the school district that destroys the records to be incompetent.
5. Permanent and long-term retention records for most school districts are not
• maintained in the proper environment and are at risk of loss or damage. The
43
majority of school districts do not have these records placed on another •
medium for protection and preservation.
6. None of the school districts have addressed the issues of electronic records
including creation and standard naming conventions, maintenance and
retention. For example the school districts do not have a procedure covering
what to do with the electronic files of staff that have left the district or with e-
mail that are the official record.
7. None of the school districts have an active disaster recovery and business
continuity plan for their records and information systems.
8. Most school districts have some records management policies and procedures
however for most school districts these manuals are outdated and not used.
9. With the implementation of student systems none of the schools have stopped
creating the permanent record cards. This is duplicate work as the grades are
entered into the system and then either handwritten onto the permanent record
card or created on a label that is attached to the permanent record card.
Transcripts are generated from the systems and also maintained permanently.
There is duplication of the same information throughout this process.
10. There is a lack of training throughout the school districts on records .
management. There are little to no consistent resources for training in records
management provided to the school districts and there is a high tum-over of
staff responsible for records management tasks.
11. There are historical records at the school districts dating back to the 1830s.
Many of these records are in poor condition, not properly stored, not
microfilmed and at a high risk of loss.
12. Many of the school districts do not practice proper records management
procedures for destroying records. Destruction Certificates are not created. If
destruction certificates are created they are not approved and signed by the
appropriate staff.
•
44
•
Recommendations
The recommendations and justifications for the recommendations provided below are
based on the Findings and issues / concerns listed in the Current Records Management
Environment section of this Report.
Recommendation #1: Acquire Management Support
For each school district their Board of Education and managerial staff must be educated
on the importance of continuing the development of the records management program for
the school districts and the need for additional technology to provide efficiency for
processing and storing records and limit potential litigation by adhering to the
recommended records retention guidelines provided in the NYSA Records Retention and
Disposition Schedule ED-1.
Justification #1: Support Required to Succeed
The highest level of support is needed to provide appropriate funding for implementation
and maintenance of a comprehensive records management program. Within each school
district their Board of Education and managerial staff need to be part of the program to
ensure adherence and cooperation.
• Recommendation #2: Assign Department Record Coordinators and Backups
Each school district has assigned a RMO to manage their records. It is recommended that
each school district assign department records coordinators and backups to the records
coordinators. The records coordinators will be the records management contact for the
department.
Justification #2: Assistance with Implementing Records Management Program
Records coordinators are needed to implement the records management program at the
department level. Records coordinators ensure the consistency of the implementation of
the records management program.
Recommendation #3: Conversion of Permanent / Long-Term Records
The records that have permanent or long-term retention (greater than 15 years) should be
converted to another format that would provide quick retrieval for users and save on
storage space. Examples of these types of records would be Permanent Record Cards,
Payroll Reports (maintained 55 years), etc. The recommended format is to digitize these
records with a backup to microfilm so that the paper could be destroyed as long as the
paper record has been assessed to not have intrinsic value. The digitized images as well
as the microfilm backup would need to be indexed so that retrieval is easy and quick.
•
45
Justification #3: Improve Access and Reduce Storage •
The conversion of records will improve access to the records by allowing users to reduce
the time it takes to search for records. The other advantage of converting the records to a
digitized image with microfilm backup is the paper records would be destroyed making
space available in the inactive storage rooms.
Recommendation #4: Reduce the Need for Records Stora e
Reduce the need for additional space and labor to manage inactive and active records by
placing these records on an alternative format such as digital imaging. The digital
imaging is recommended because all the school districts have computers and they would
be able to access the images without requiring additional resources. If an alternative
format was chosen such as microfilm the majority of districts would need to purchase a
microfilm reader / printer. Also GST BOCES has been very successful with providing
the document imaging service to a number of school districts.
Justification #4: Better Use of Space and Long-term Cost Savin s
Digitizing records reduces the need for storage space and equipment as well as labor to
manage the paper records. The justification for digital imaging is to improve the use of
space in the school districts by destroying the paper records once they are digitized, •
backed up on microfilm (for the long-term and permanent retention requirements), image
verification completed., a technology migration plan and proper policies and procedures
regarding the lifecycle management of electronic records in place.
Recommendation #5: Improve Access and Retrieval
Improve the access to records, reduce the labor requirements of maintaining paper
records and improve retrieval time by eliminating the dependency on paper records and
converting to electronic or digitized records.
Justification #5: Create Efficient and Effective Work Processes
Electronic records create improved access and retrieval of information and allow the
efficient and effective flow of work processes to occur. An electronic record is a tool for
staff to respond more comprehensively with a quicker turn-around.
Recommendation #6: Improve Records Management Methods and Systems
To improve overall records management methods and processing systems the school
districts should establish relevant and up-to-date records management policies,
procedures, standards and guidelines that communicate the specific records management
needs and requirements of their district. The records management policies, procedures,
standards and guidelines should cover the following topics: •
46
•
Records Management Program
Short and Long-Term Goals and Objectives
Roles and Responsibilities
RMO
Records Coordinators
Definitions
Active Records
Inactive Records
Electronic Records
Active Records
Creation
Maintenance
Use
Access
Disposition
Destroying Records in the Office
Transferring Records to Inactive Storage
Inactive Records
Preparing for Storage
Boxing
• Labeling
Box Number
Sending to Storage
Automated Locator System
Accessing Inactive Records
Rules of Access
Retrieval
Re-Filing
Destroying Records
Destruction Certifications
Destroying Confidential or Personal Information
Electronic Records
Definition
Creation
Maintenance
Use
Access
Disposition
E-Mail
Use Policy
Etiquette
Computer Use Policy
Internet Use Policy
Databases and Systems
Forms Management Program
47
Records Retention and Disposition Schedules •
Use
Change Requests
Forms
Justification #6: Creating Consistency in Record Management Programs
Users require direction on the proper methods and standards in records management. In
order to have consistency these methods and standards need to be documented and
updated frequently.
Recommendation #7: Develop and Implement Records Management Training
Program
Staff needs to be trained on the policies and procedures in order to have organization and
standardization in their records management program.
Justification #7: Ensuring Consistency in Records Management Program
Documented policies and procedures and the training of staff on these policies and
procedures is critical to the success of a records management program when there is no
staff solely dedicated to records management work. The staff' involved in the creation •
and maintenance of records and information will be responsible for carrying out the
records through the remaining steps in the Iifecycle of the records. Thus, documentation
of procedures will provide consistency to the program. Training on the policies and
procedures will make it possible for staff to accurately complete the work. It is
recommended that training be provided annually for staff so that inconsistencies can be
corrected and changes can be communicated. It is also recommended that a training
program be provided on DVD to ensure consistency of the consistency of the training
throughout each school district.
Recommendation #8: Develop and Implement Office Records Retention Schedules
Develop and implement office retention schedules that define the records series created
and maintained in each department within the school districts. The retention schedule
will provide a description of the record series, retention requirements per the NYSA
Records Retention and Disposition Schedule ED-I, Transfer Instruction, Identification of
vital, archival, confidential records, as well as, the official copy or duplicate copy of
records. The medium and if the information is provided in other media should be
included in the schedule.
•
48
• Justification #8: Increase Knowledge of Records Retention Requirements
Departments within the school districts will have a retention schedule that applies to their
specific records opposed to having an entire NYSA Records Retention and Disposition
Schedule ED-1 where most of the records do not apply to their office. An office records
retention schedule is more user-friendly and easier to access and use.
Recommendation #9: Develop and Implement an Archival Records Program
Develop and implement an archival records program that identifies, labels and indexes
the archival records at each school district, as well as provides a plan for preservation and
user access to the records. User access includes displays of the records within the school
district and/or community venues.
Justification #9: Preserve Records and Provide Historical Resources
Once the archival records are identified, labeled and indexed they can be made available
to the community through displays or loans to other organizations. Access of historical
records for educational purposes is also an important justification for completing this
project as well as preserving these records.
_Recommendation #10: Conduct an Electronic Records Inventory and Needs
is Assessment
Conduct an electronic records inventory and needs assessment for each school district.
Justification #10: Identify Electronic Records and Create a Plan to Manage the
Lifecycle of these Records
An inventory of the electronic records should be conducted to identify digitized records,
whether the NYSA Records Retention and Disposition Schedule ED-I is applied to the
records and other issues of duplication and preservation of records. The needs
assessment will provide a plan of action for properly managing electronic records.
Recommendation #11: Develop and Implement a Disaster Recovery and Business
Continuity Plan
Identify vital records and create a disaster recovery and business continuity plan for each
school district's records and information.
Justification #11: Protect the School District's Information
A disaster recovery and business continuity plan will provide the school districts with a
plan to implement in the occurrence of a disaster so that the school districts can be
operating within a reasonable time frame and protect records critical to their daily
• business operations.
49
Recommendation #12: Conduct Needs Assessments and Feasibility Studies and •
Business Process Analyses for Improvements
Complete records and information Needs Assessment and Feasibility Studies and/or
Business Process Analyses Studies to review the current records / business processes.
These studies will recommend solutions for eliminating duplication of records and work
tasks, accessing records quicker and more efficiently, storing of records, etc. for each
school district.
Justification #12: Eliminate Duplication of Tasks
The implementation of a comprehensive records and information management program is
an on-going process improvement activity. Conducting Needs Assessments and
Feasibility Studies and Business Process Analyses Studies will provide each school with
the identification of the issues, needs, and solutions to improve their records processes.
Recommendation #13: Improve Inactive Records Storage Facilities
Most school districts do not have appropriate facilities to store their inactive records,
specifically their long-term and permanent records. Appropriate fire suppression and
alarm systems, environmental controls and equipment should be implemented for records
storage.
Justification #13: Protect and Preserver Inactive Records
With the establishment of appropriate inactive records facilities the school districts are
protecting valuable assets, their records and information.
Justification #14: Establish and Implement a Records Management Audit and
Control Plan
Establish audits and controls on the school districts' records management programs. The
audit and control plan would provide tools to manage the records management programs
and make adjustments as needed. The programs would involve monitoring the access to
inactive records facilities, retrieval and re-file of inactive records logs, conduct walk-
through of office areas to verify records are being transferred to inactive storage when no
longer active, track use and changes to records management database, etc.
Justification #14: Tool for Improvement
This is a maintenance tool for the school districts to manage their records management
programs and make adjustments/corrections when methods are not successful.
50
• Action Plan
The Action Plan describes how the recommendations listed above could be implemented.
The Action Plan is a recommendation of GST BOCES regionalizing records management
services to provide to the school districts. The majority of the 14 recommendations listed
above would be costly for each school district to attempt to implement. However, like
many other services that GST BOCES already provides for the school districts it would
be cost effective for the school districts to purchase records management services from
GST BOCES.
The Action Plan to implement the recommendations is provided below.
I. GST BOCES should continue to provide the service of document imaging
records for the school districts to improve retrieval and reduce the need for
storage of the records. Many of the record series reviewed in this report are
ideal applications for this technology. The records series that should be
converted to a digitized image and become part of an electronic document
management system are payroll reports (required to be retained 55 years),
student records, BOE Meeting Minutes and personnel files.
Timeframe: July 2007 - continual
2. Coordinated with the New York State Regional Advisory Officer GST
BOCES should provide training for the school districts on the NYSA ED-1.
Timeframe: March 2007 - May 2007
3. GST BOCES should develop full records management program services to the
school districts. These services would assist the school districts with
implementing the recommendations listed in this report. Feasibility studies
should be completed on regionalizing records storage for the district's inactive
records, specifically permanent and archival records. GST BOCES will need
to develop this pilot program which would involve hiring a professional
experienced records manager to implement the program. A pilot program is
recommended to establish the services. An application for a New York State
Archives Local Government Records Management Improvement Fund grant
for assistance with funding this pilot program be completed.
Timeframe: July 2008 - June 2009
•
51
•
Appendix A:
School Districts and GST BOCES' Records
Management Officers (RMOs)
i
GST BOCES School District RMOs / Contact Information
(Note: This is for the school districts that participated in the 2006 / 2007 Records Management Needs Assessment)
School District RMO Contact Person Phone Number E-mail
Addison Central Jeffrey Ahearn Jeffrey Ahearn (607) 359-2245 iahearnna_ addison.wnyric.or¢
School District
Alfred-Almond Michaelene Elzinga Richard Nicol (607) 276-2981 rnicolaaacs.wnyric.org
Central School District
Avoca Central School Chris Roser Rosalie Smith (607) 566-2221 rsmithgavoca.wnyric.ore
District
Bradford Central Shirley Goltry Charles Clemens (607) 583-4616 cclemensgbradfordcsd.org
School District
Campbell-Savona Tim Allard Tim Allard (607) 527-4550 tallard@a cscs.wnyric.org
Central School District
Corning-Painted Post Matt McGarrity Joe Reilly (607) 654-2740 jreillygcppmail.com
Area School District
Elmira City School Tricia Wise Tricia Wise (607) 735-3054 twise(2elmiracityschools.com
District
Elmira Heights Central Debra Palmer Debra Palmer (607) 734-71 14 dpalmer(2gstboces.or¢
School District
1
School District RMO Contact Person Phone Number E-mail
GST BOCES Linda Knowles Gayle Pritchard (607) 739-3581 ritchard stboces.or
Hammondsport Vickie Tracy Vickie Tracy (607) 569-5200 vtracya@hport.wnyric.org
Central School District
Hornell City School Judy Ingalls Judy Ingalls (607) 324-1302 ext. jin aE IIS(a~hornell.wnyric.ore
District 463
Horseheads Central Judith Christiansen Judith Christiansen (607) 739-5601 ext. jchristi(a~horseheadsdistrict.com
School District 4214
Jasper-Troupsburg Cynthia Cady Chad Groff (607) 792-3675 chaderoff(a it.wnyric.org
Central School District
Odessa-Montour Sharon Young James Frame (607) 594 -3341 iframena gstboces.orP
Central School District
Prattsburgh Central Christie Presher Christie Presher (607) 522-3795 ext. 2 cpresher(a pratts.wnvric.ore
School District
Spencer-Van Etten Carla Harriger Carla Harriger (607) 589-7101 charrieensvecsd.ore
Central School District
Watkins Glen Central Gayle Sedlack Gayle Sedlack (607) 535-3223 gsedlack(a,watkinselenschools.org
School District
Waverly Central Kathy Rote Kathy Rote (607) 565-2841 ext. krote ,gstboces.ore
School District 1331
• LGRMIF Grant Cooperative/Shared Services Agreement Form
Sponsoring Institution: Greater Southern Tier Boces
Project Number: 0580 -13 -3925
I hereby give assurance to the New York State Education Department that the
undersigned supports the enclosed application and will cooperate to the extent described
in the attached application. All records management project outcomes that are a direct
result of the support provided by funds from the State are, or will be, made available for
'E on-site examination.
Participating Local
Government Institution:
Horseheads Central School District
Date: Signed:
February 27.2012_
• Chief Administrative
Officer Print Name: Ralph Marino, Jr., Ed.D., Superintendent of Schools
Instructions
The Cooperative/Shared Services Agreement Form must be printed and signed by each
participating institution of your project. Then scan the signed form(s) and upload the form(s) to
your application as an attachment. Please use "Co Agreement" or "SS Agreement" as the
description for your attachment.
*For applicants who do not have access to a scanner, please fax the document to (518) 486-
1647 or mail it to:
New York State Archives
Grants Administration Unit
9A81 Cultural Education Center,
Albany, NY 12230
•
• LGRMIF Grant Cooperative/Shared Services Agreement Form
Sponsoring Institution: Greater Southern Tier Boces
Project Number: 0580 43 -3925
I hereby give assurance to the New York State Education Department that the
undersigned supports the enclosed application and will cooperate to the extent described
in the attached application. All records management project outcomes that are a direct
result of the support provided by funds from the State are, or will be, made available for
on-site examination.
Participating Local
Government Institution: Waverly Central School District
Date: Signed:
February 28, 20_ 1_2_
Chief Administrative
Officer Print Name: Joseph J. Yelich, Superintendent of Schools
Instructions
The Cooperative/Shared Services Agreement Form must be printed and signed by each
participating institution of your project. Then scan the signed fort(s) and upload the form(s) to
your application as an attachment. Please use "Co Agreement" or "SS Agreement" as the
description for your attachment.
*For applicants who do not have access to a scanner, please fax the document to (518) 486-
1647 or mail it to:
New York State Archives
Grants Administration Unit
9A81 Cultural Education Center,
Albany, NY 12230
• 15 Frederick Street -Waverly, New York 14892.1294
Waverly Central Schools (607) 565-2841 Fax(607565.4997
Joseph J. YeHch, Superintendent
Kathy J. Rote, Business Administrator
February 27, 2012
New York State Archives
Grants Administration Unit, 9A81
Cultural Education Center
Albany, New York 12230
To Whom It May Concern:
As Superintendent of the Waverly Central School District, I am writing to express my support
for a shared services application to the New York State Archives Local Government Records
Management Improvement Fund Program in partnership with the Greater Southern Tier (GST)
BOCES.
Due to the efforts of GST BOCES, our district has realized major improvements in our ability to
inventory, access, and store records through the conversion of paper records into a digital format.
Staff members are now able to quickly find, retrieve, and print copies of vital records without
leaving their desks.
• However, despite the gains made during previous grant-funded projects, we are concerned with
the length of time it takes to complete one request for a record on microfilm. With one-third of
our staff nearing retirement age in the next five years, our microfilmed payroll records will need
to be accessed on a more regular basis, taking quality time away from our Business
Manager/Records Management Officer who could be performing other important job duties.
Also, since records in our district can be found in multiple formats, with more recent records
digitized and older records on microfilm, our district continues to strive to improve its system for
records management with the long-term goal to digitize all of our records. In view of the fact that
we lack the staff resources, space, and fiscal capacity to convert our microfilm records to a
digital format on our own, we rely heavily on GST BOCES to provide records management
services to us in a more cost-effective, efficient, and timely manner.
In order to begin the process of converting our microform records into a digital format and
continue to move toward a uniform system where all records can be found in a digital format, the
Waverly Central School District enthusiastically looks forward to the implementation of a
microform to digital records conversion project in conjunction with GST BOCES.
Sincerely,
t
Joseph c
District Su rin ndent
•
tr?avedy Schaei District is a community partnership r uair "l"ed is providing a cftaltenging radcrewional environment
which pre.pzvas 0 very irrritivrelu t for a plc duceivp jite io an evw ch arrying global sociary.
• Superintendent's Office
NY Central School District One Raider Lane • Horseheads, 5
(607) 739-5601, x4201 • Fax (607) 79 795--2402405
February 27, 2012
New York State Archives
Grants Administration Unit, 9A81
Cultural Education Center
Albany, New York 12230
To Whom It May Concern:
As Superintendent of the Horseheads Central School District, I am writing to express my support
for a shared services application to the New York State Archives Local Government Records
Management Improvement Fund Program in partnership with the Greater Southern'fier (GST)
BOCES.
Due to the efforts of GST BOCES, our district has been able to realize major improvements in
our ability to inventory, access, and store records through the conversion of paper records into a
digital format. Staff members are now able to quickly find, retrieve, and print copies of vital
records without leaving their desks.
However, despite the gains made during previous grant-funded projects, we are concerned with
the high volume of records that our district currently maintains on microform format and the
length of time it takes to complete one request for a record on microform. Since records in our
district can be found in multiple formats, with more recent records digitized and older records in
microform, our district continues to strive to improve its system for records management with
the long-term goal to digitize all of our records. In view of the fact that we lack the staff
resources, space, and fiscal capacity to convert our microform records to a digital format on our
own, we rely heavily on GST BOCES to provide records management services to us in a more
cost-effective, efficient, and timely manner.
In order to begin the process of converting our microform records into a digital format and
continuing to move toward a uniform system where all records can be found in a digital format,
the Horseheads Central School District enthusiastically looks forward to the implementation of a
microform to digital records conversion project in conjunction with GST BOCES.
Sincer 1f~
Y
Ralph Marino, Jr., E
Superintendent of Sols
•
Quality Education for All
The Mission of the Horseheads Central School Community is to provide a quality education for all within a
nurturing environment which promotes excellence, growth, and a sense of civic responsibility.
•
LG2MIF Grant Cooperative/Shared Services Agreement Form
Sponsoring Institution: Greater Southern Tier Boces
Project Number: 0580 -l3 -3925
1 hereby give assurance to the New York State Education Department that the
undersigned supports the enclosed application and will cooperate to the extent described
in the attached application. All records management project outcomes that are a direct
result of the support provided by funds from the State are, or will be, made available for
on-site examination.
Participating Local
Government Institution: Greater Southern Tier BOCES
Date: Signed r
Chief Administrative
Officer Print Name: Dr. Horst G. Graefe, District Superintendent
Instructions
The Cooperative/Shared Services Agreement Form [oust be printed and signed by each
participating institution of your project. Then scan the signed form(s) and upload the form(s) to
your application as an attachment. Please use "Co Agreement" or "SS Agreement" as the
description for your attachment.
`For applicants who do not have access to a scanner, please fax the document to (518) 486-
1647 or mail it to:
New York State Archives
Grants Administration Unit
9A81 Cultural Education Center,
Albany, NY 12230
•
Greater
Southern
'OAF Tier
BOCES
innovation in creating student success
through cooperative services
February 27, 2012
New York State Archives
Grants Administration Unit, 9A81
Cultural Education Center
Albany, New York 12230
To Whom It May Concern:
As District Superintendent of the Greater Southern Tier (GST) Board of Cooperative Educational Services
(BOCES), I am writing to express my support for our 2012-2013 shared services application to the New York
State Archives Local Government Records Management Improvement Fund Program.
Similar to past records management projects, the proposed Document Conversion and Access project will
directly support the GST BOCES organizational mission of being "an innovative educational service
organization driven by customer needs and a commitment to excellence, whose mission is to ensure the success
of our diverse learners, parents, community members, schools and businesses by providing collaboratively
*:e ired, cost-effective, gualityprograms in an atmosphere that is safe and supportive."
Greater Southern Tier BOCES is deeply committed to developing effective and efficient systems for
retards management. Since 2006-2007, GST BOCES has committed to effectively managing its own records
and the records of its component districts by establishing and regularly expanding a high-quality, sustainable
program for the backfile conversion of paper records to a digital format. Those districts who have utilized the
GST BOCES shared services approach to records management have realized dramatic improvements in their
ability to inventory, access, and store records that have been digitized.
Specifically, LGRMIF grant funds will allow the GST BOLES Computer Services Department to extend the
capacity of its Records Management service by providing for the conversion of 289,670 microform personnel
and payroll records into a digital format. This will significantly reduce the amount of time that staff in our
component districts as well as GST BOLES staff will spend locating and retrieving inactive records. Further,
this project will enhance the GST BOCES Records Management service by increasing our capacity to support
ongoing microform to digital conversion projects for our twenty-one component school districts as well as any
outside municipalities or districts who wish to cross-contract for microform conversion services. This project
will also bring GST BOCES one step closer to realizing our long-term goal of one uniform, standardized digital
format for all records at our participating component districts.
The Greater Southern Tier BOCES looks forward to continuing its cost-effective shared services approach to
serving the records management needs of our component districts.
Sin erely,
Dr. Horst G. Graefe
District Superintendent
Greater Southern Tier Board of Cooperative Educational Services
Serving Schuyler, Steuben, Chemung, Tioga and Allegany Counties
Bush Campus: 459 Philo Road, Elmira, NY 14903 • Phone: 607-739-3581